Settings

Overview

Settings is where Administrators and Provider Admins set up the organisation: its details, team logins, the look of Cura, the forms library, what new workers and clients must provide, the services you deliver and their rates. Staff Members do not have access to Settings. A few pages, such as Roles & Permissions, are for the Administrator only.

Common tasks

Find your way around Settings

1. Click Settings in the sidebar (under the Admin heading). The page reads Settings. You only see the pages your role can open.
2. Pages are grouped:
   • Organisation: Organization Profile, Team Members, Roles & Permissions
   • Clients & Forms: Client Onboarding, Form Library, Clinical Indicators
   • Workforce: Worker Requirements
   • Funding & Services: Services Catalogue, Funding & Registration, Pricing & Reference Data
   • System: Appearance, Integrations

Update your organisation’s details

1. Click Settings, then Organization Profile.
2. In Organization Details, edit the Organization Name (required), ABN, Contact Email, Phone, Website, Primary Service Type and Description.
3. In Address, fill in Address Line 1/2, City, State and Postcode.
4. Click Save Changes. You will see Organization updated.

Invite a team member

1. Click Settings, then Team Members.
2. Click Invite Member.
3. Enter their Email and Full Name, and pick a Role: Provider Admin (office staff who run operations) or Staff Member (support workers, own schedule and timesheets only).
4. Click Send Invite. You will see “Invitation sent to [email]”.
5. Invitations that have not been accepted yet are listed under Pending Invitations, with an Expires date and a Pending or Expired chip.

Resend or cancel an invitation

1. On Team Members, find the person under Pending Invitations.
2. Click the three dots on their card.
3. Click Resend email to send a fresh link and extend the expiry. The old link stops working. This also works for an Expired invitation.
4. Or click Revoke and confirm. The link is cancelled and the person can no longer use it to join.

Remove a team member

1. On Team Members, click the bin icon on the row of the person to remove (use a row other than your own).
2. A box asks you to confirm: “They lose access to Cura immediately. This can’t be undone.”
3. Click Remove. To let them back in later, invite the same email again. They will be asked to set a new password.

Create a custom role (Administrator only)

1. Click Settings, then Roles & Permissions.
2. Click New Role.
3. Enter a Role name (for example “Receptionist”) and a Description.
4. Choose a Base tier (data-access ceiling). This sets the most data the role can read or change. The module choices below only narrow access inside that tier.
5. Under Modules this role can access, tick the modules the role may use. Dashboard and My Account are always available.
6. Save the role. You will see Role saved.
7. Roles marked Built-in are fixed. Use the edit or delete icons on your own roles to change or remove them. Deleting asks you to confirm first.

Change how Cura looks (theme)

1. Click Settings, then Appearance (“How Cura looks for everyone in your organisation.”).
2. Choose the overall Appearance: Light, Dark or Auto. Then set the Wallpaper (your image, a gradient or a flat colour), the Glass level (Liquid, Frosted or Solid) and your Brand colour.
3. Upload a Logo if you want one in the sidebar. The logo saves on its own.
4. The preview updates as you go, and Unsaved changes appears at the bottom.
5. Click Save for everyone to apply the theme to your whole organisation, or Discard to throw your changes away. You will see Theme saved for your organisation.
6. Under Advanced (for administrators), Reset to defaults puts everything back to the standard Cura look. A box asks you to confirm, because this cannot be undone.

Create a form in the Form Library

1. Click Settings, then Form Library.
2. Click Create Form. The builder opens.
3. Name the form and pick a category (intake, assessment, consent, feedback, incident or other).
4. Drag fields from the field library on the left into the form. Click a field to change its label, options and validation in the panel on the right.
5. Click Preview to try the form, then Save. You will see Form saved successfully.
6. The Presets tab holds ready-made templates. Use Preview and Clone to my org to copy one into your library.

Import a form with AI

1. Click Settings, then Form Library, then Import with AI.
2. Paste the text of your existing form (from Word, a PDF or anywhere else) into the box.
3. Click Extract Form Structure and wait a moment.
4. The Extraction Result shows the fields it found and a confidence badge (High, Medium or Low confidence). Check the Form Name and Category.
5. Click Save Form to add it to your library, or Start Over to try different text. You can fine-tune the saved form in the builder afterwards.

Choose what new workers must provide

1. Click Settings, then Worker Requirements.
2. The All workers (baseline) tab lists items needed for every worker. The other tabs (such as Support Worker, Registered Nurse and Office & Admin) add items on top of the baseline for that role.
3. To add one, use the form at the bottom of the list. Set its source, its validity (for example No expiry, X months or Custom date per worker) and whether it Blocks rostering. A blocking item must be verified before the worker can be rostered to new shifts. For X months, enter the number of months.
4. A box shows how many existing workers will get the new item. Click Apply. You will see “Added to N workers.”
5. To change a requirement, click the pencil icon, edit it and click Save changes. Workers who already have it are updated too.
6. To catch up older workers, click Apply current requirements to all workers.

Archive a worker requirement

1. On Worker Requirements, click the archive (box) icon on the row.
2. Read the box, which says how many workers have not yet met it, and click Archive.
3. A message appears with Undo. Click it within a few seconds to bring the requirement back exactly as it was.
4. Workers who already met the requirement keep that record.

Choose what new clients must provide

1. Click Settings, then Client Onboarding, then Manage required documents.
2. Pick the funding tab: Private, NDIS, DVA or Aged Care (SAH).
3. Use the add form to enter a Document name (for example “Service Agreement”), choose How is this satisfied? (Client uploads a file or Client fills a form), set the Validity, and click Add. For X months, enter the number of months.
4. Each row shows a Form-based or Upload-based badge. Editing a row’s name or validity never changes that badge.
5. To change a row, click the pencil icon, edit it and click Save. If the change affects clients you already have, a box tells you how many. Click Apply to update them, or Cancel to change nothing. Documents already verified are kept.
6. To remove a row, click the bin icon and confirm. A message appears with Undo.
7. To give existing clients any items they are missing, use Apply checklist to existing clients and Re-onboard [funding type]. It only adds missing items.

Add or change a service in your catalogue

1. Click Settings, then Services Catalogue (also Services in the sidebar). The list can be filtered with Active only or Inactive only.
2. Click Add service.
3. Enter the Name (for example “Home Care”), an optional Category and a Description.
4. Under Funding sources, tick every source that can use this service. Save stays off until you tick at least one.
5. Set the rate for each funding source, the Per unit (hour, visit, day, session, item or km), and optionally Max cap ($), the NDIS support item number and the DVA scheme.
6. Leave Available for use in client wizards ticked so it shows up when adding clients.
7. Click Save service. Rate changes are kept in the service’s Rate history.
8. To change a service later, click its row, edit it and click Save changes. You will see Saved.

Archive or reactivate a service

1. Open the service and untick Available for use in client wizards.
2. Click Save changes. The service now shows an Inactive badge and is hidden unless you choose Inactive only.
3. If you later add a service with the same name, Cura says an archived one already exists and offers a Reactivate button. Click it to bring the original back with the details you just entered. You will see Reactivated with the new settings.
4. If the existing service is still active, Cura refuses the name instead.

Set up clinical indicators

1. Click Settings, then Clinical Indicators.
2. The system provides six: Falls, Hospitalisations, Malnutrition risk, Pressure injuries, Medication errors and Care hours delivered. Use the Active toggle to switch one on or off. Turning one off keeps its past figures.
3. To add your own, click Add indicator, enter a Name, pick a Type (Count or Hours) and click Save. You will see Indicator added.
4. Your own indicators have a pencil icon so you can rename them. The six system indicators cannot be renamed.
5. The indicators are recorded each month on the Compliance page, for Support at Home clients only.

Choose which NDIS support items you bill for

1. Click Settings, then Funding & Registration.
2. Search or browse by support category, tick the items your organisation is registered to deliver, and click Save support items.
3. You will see “Saved. Your organisation bills for N support item(s).” The add-client wizard only offers what you select here.

Look up and edit pricing

1. Click Settings, then Pricing & Reference Data.
2. NDIS Catalogue is the official NDIS price guide. Search by item number or name.
3. Item Mappings link your service types to NDIS item numbers for each time category. Click the pencil icon to correct a row, or Add to create one. You will see Mapping updated or Mapping added. The bin icon asks you to confirm.
4. SaH Price Plans hold your Support at Home rates by service type and category. Click the pencil icon to change the Billing Type or Standard Rate, or Add Plan to create one. You will see Plan updated.
5. Changing a price plan affects new budget lines only. Lines already written keep their price.

Tips

• Removing things is careful by design. Every bin or archive button asks you to confirm first. Removing a required document and archiving a worker requirement also offer Undo for a short time. Roles, team members, pricing rows and forms cannot be undone once confirmed.
• Set up in this order for a new organisation: Organization Profile, Team Members, Services Catalogue, Funding & Registration, Worker Requirements, then Client Onboarding required documents.
• Integrations holds your connection to Xero (see the separate Xero integration guide) and the MYOB payroll and CSV exports.
• Changes to worker requirements apply to current active workers straight away. A new item appears on each profile as outstanding.

Troubleshooting

• “An invitation to this email is already outstanding. Resend it from Pending Invitations below instead of creating a new one.” The person already has a live invitation. Use Resend email on their card.
• “Email is required” or “Full name is required” when inviting. Fill in both fields before clicking Send Invite.
• AI import: “Extraction failed. Please try again.” The AI service may be busy. Try again in a minute. If it keeps failing, use Create Form and tell your administrator.
• AI import: “Please paste document text first.” The text box is empty.
• “A service named “…” already exists in your catalogue. Pick a different name.“ Service names must be unique. Rename the new one or edit the existing service.
• Save service is greyed out. Tick at least one funding source.
• Add is greyed out and says “Enter the number of months before this document must be renewed”. You chose X months. Type a number of months, 1 or more.
• A rule says “Expiry period not set. Edit this rule to set it.” An older rule has months but no number. Edit it and enter the months.
• Theme save failed with “Couldn’t save, fix these first:” Some colours are too hard to read. Change the colours listed, or use Reset to defaults.
• A staff member can’t open Settings. Correct. Staff Members have no Settings access. An Administrator can change their role.