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Staff Management Overview

Efficiently manage your practice team with comprehensive tools for rostering, availability tracking, and workforce administration.

Overview​

Praxi's staff management module helps practice owners and managers:

CapabilityDescription
Roster planningSchedule staff across locations and services
Leave managementHandle leave requests and coverage
TimesheetsClock in/out, manual entries, and approval workflow
Contracts & documentsUpload and manage employment documents
CompensationPay rates, commissions, fee splits, and pay runs
ExpensesSubmit and approve expense claims
CredentialsMonitor AHPRA, WWCC, and insurance expiry
OnboardingInvite staff and guide them through setup
AnalyticsSession counts, utilisation rates, and labour costs

Staff Dashboard​

Accessing the Dashboard​

Staff management is located under Staff in the sidebar.

  1. Go to Staff
  2. View team overview
  3. Access quick actions

Dashboard Summary​

The staff dashboard displays key metrics at a glance:

MetricDescription
Total staffActive team members in your organisation
On site nowStaff members currently clocked in (within last 12 hours)
Pending approvalsTimesheets and leave requests awaiting review
Weekly hoursTotal hours logged this week (approved and pending)

Team Directory​

Viewing Team Members​

  1. Go to Staff
  2. Browse all staff members
  3. Filter by:
    • Role (practitioner, receptionist, etc.)
    • Location
    • Employment status
    • Availability

Staff Profile​

Each team member has a detailed profile with sensitive information protected by re-authentication:

SectionContents
EmploymentStart date, position, employment type (full-time, part-time, casual, contractor)
Contact detailsPhone, address, emergency contact (encrypted, masked by default)
CredentialsAHPRA registration, WWCC, police check, insurance
QualificationsDegrees, specialisations, institution details
AvailabilityWorking hours, blocked times
LeaveBalances, upcoming leave
TimesheetsRecent submissions and approval status
Sensitive Details

Viewing contact details such as phone numbers, addresses, and emergency contacts requires re-authentication. These fields are encrypted and displayed in masked format (e.g., 0412 *** 678) for privacy. :::

Roster Management​

Creating Shifts​

  1. Go to Staff → Roster
  2. Select the week to schedule
  3. Click Add Shift or click on a time slot
  4. Assign a staff member and set start/end times
  5. Save the shift

Recurring Shifts​

Create shifts that repeat on a regular pattern:

  1. Click Create Recurring Shifts
  2. Select the staff member
  3. Set the shift times
  4. Choose the repeat pattern (daily, weekly, etc.)
  5. Set the end date for the recurring series
  6. Save

Publishing Rosters​

Once your roster is finalised, publish it so staff can see their shifts:

  1. Go to Staff → Roster
  2. Click Publish Roster
  3. Select the week range to publish
  4. Confirm -- staff are notified of their published shifts
StatusEffect
DraftOnly managers can see
PublishedStaff can view their shifts
NotifiedStaff receive email/SMS alerts

Changing a Published Shift​

You can edit or delete a shift after it is published. The shift stays published, and the staff member it affects is notified of the change or cancellation.

Availability Management​

Setting Availability​

Staff can set their availability:

  1. Go to My Profile → Availability
  2. Set regular working hours
  3. Add exceptions (blocked times)
  4. Submit for approval if required

Availability Types​

TypeDescription
AvailableCan be booked
UnavailableCannot be booked
TentativePrefer not to book
LeaveApproved leave
TrainingProfessional development

Checking Availability​

Managers can view team availability:

  1. Go to Staff → Availability
  2. Select date range
  3. View calendar or list format
  4. Identify gaps in coverage

Credential Tracking​

Tracked Credentials​

Praxi monitors the following credential types for each staff member:

CredentialDetails Tracked
AHPRA registrationRegistration number, expiry date
Working With Children CheckWWCC number, state, expiry date
Police checkDate completed (renewal recommended every 3 years)
Professional indemnity insuranceExpiry date
First aid certificateExpiry date, custom alert window

Compliance Alerts​

Praxi automatically checks for expiring and missing credentials. Alerts are prioritised by severity:

SeverityTrigger
UrgentCredential expired or expires within 14 days
WarningCredential expires within 30 days

Alerts are visible to practice owners and supervisors in their notifications and on the staff member's profile. The system checks AHPRA, WWCC, insurance, first aid, and police check status across all active staff.

Expired Credentials

If a practitioner's AHPRA registration or WWCC has expired, take immediate action. Practising without valid registration may breach AHPRA and state legislation requirements. :::

WWCC Compliance​

Praxi includes dedicated Working With Children Check management with state-specific rules:

  • View the WWCC compliance summary for all practitioners
  • Check state-specific WWCC rules (each Australian state has different requirements)
  • Verify practitioner WWCC credentials after checking the state verification portal
  • Solo practitioners can self-attest their WWCC status
  • Configure WWCC enforcement mode for your organisation

Daily Document Expiry Checks​

Praxi runs an automated daily check each morning for expiring credentials and sends reminder notifications at:

  • 90 days before expiry (first reminder)
  • 60 days before expiry (follow-up reminder)
  • 30 days before expiry (urgent reminder)
  • 14 days before expiry (critical reminder)
  • 7 days before expiry (final warning)
  • On the expiry date -- clinical access is blocked for expired AHPRA registrations

Staff Onboarding​

Inviting New Staff​

  1. Go to Staff
  2. Click Invite Staff
  3. Enter their email address and select their role
  4. Click Send Invitation

The new team member receives an email with an invitation code. They can accept the invitation, create their account, and complete the self-service onboarding wizard.

Self-Service Onboarding​

New staff members complete a guided setup process that includes:

  1. Creating their account
  2. Uploading required documents (AHPRA registration, WWCC, police check)
  3. Accepting practice agreements (confidentiality, code of conduct)
  4. Setting up their profile

Managing Invitations​

  • View pending invitations under Staff → Pending Invitations
  • Resend an invitation if it was not received
  • Cancel a pending invitation if no longer needed

Creating Staff Directly​

Practice owners can create a staff account directly without sending an invitation:

  1. Go to Staff
  2. Click Create Staff
  3. Enter their details and assign a role
  4. Their account is created immediately

Archiving and Restoring Staff​

When a staff member leaves:

  1. Go to their profile
  2. Click Archive
  3. Add a reason for archiving

Archived staff can be restored if they return to the practice.

Who can manage staff​

Practice owners and practice managers have full practice-wide access to staff management — they can view and edit all team member profiles, manage and publish rosters, approve leave requests and timesheets, view compliance alerts, invite new staff, and archive departing staff members. Practice managers can also view workforce analytics. All staff members can view the team roster and their own leave and timesheet details.

Best Practices​

Roster Planning​

  1. Plan ahead - Create rosters 2-4 weeks in advance
  2. Consider preferences - Account for staff availability requests
  3. Balance workloads - Distribute clients fairly
  4. Allow buffer time - Don't overbook practitioners
  5. Review regularly - Adjust based on demand patterns

Credential Management​

  1. Set up alerts - Ensure all credentials have expiry dates
  2. Verify on hire - Check AHPRA status before starting
  3. Document updates - Keep records of renewal documents
  4. Regular audits - Monthly credential compliance checks

Troubleshooting​

Staff Not Appearing in Calendar​

  1. Check staff member is active
  2. Verify they have availability set
  3. Confirm they're assigned to the location
  4. Check role permissions

Credential Alerts Not Sending​

  1. Verify expiry date is set
  2. Check notification preferences
  3. Confirm email address is valid
  4. Review spam/junk folders

Roster Conflicts​

  1. Check staff availability
  2. Verify leave hasn't been booked
  3. Look for double-bookings
  4. Review location assignments

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