Workers

Overview

The Workers area is where you manage your workforce: each worker’s profile, documents, training, pay details and compliance. Its centrepiece is worker onboarding. You send a new worker a secure link, they fill in their own details and upload their credentials, your staff verify them, and the worker becomes Rosterable once everything that blocks rostering is verified.

Common tasks

Find a worker

1. Click Workers in the sidebar. The page heading reads Workers.
2. Make sure the Workers tab is selected. The page also has Schedule, Compliance and Payroll tabs.
3. Type a name into Search workers…, then click a worker’s row to open their profile.

The cards at the top (Total Workers, On Shift Today, Compliance, Training) summarise your workforce. The Compliance card shows how many compliance items are tracked, with a line such as “3 outstanding” for those missing, expiring, expired or waiting on you. On the Compliance tab, switch the list between All and Outstanding to see everything or only what needs action.

Add a worker

1. Click Workers in the sidebar, then Add Worker.
2. In the Add New Worker panel, enter First Name and Last Name (both required), plus Email and Phone. Use the worker’s personal email, because they have no work account yet.
3. Choose the Employment Type: Full Time, Part Time, Casual or Contractor.
4. Click Add Worker. A panel names the worker and says how many roster-blocking credentials are outstanding. Click Start onboarding now to go straight to the invite, or Later to return to the list.

Read a worker’s profile

1. Open the worker from the Workers list.
2. The tabs are Overview, Employment, Documents, Training, Qualifications, Appointments and Internal Records.
3. Two cards matter most day to day. Onboarding shows where the worker is up to. Rostering compliance shows Rosterable (green) or Not rosterable (red) with the exact credentials still outstanding.
4. To change a detail, click the pencil on its card, edit, and click Save. If a field is invalid you see Please fix the highlighted fields before saving.

Start onboarding for a new worker

1. Open the worker’s profile. If onboarding has not started, a banner says how many items are required and how many block rostering. Click Start Onboarding.
2. In the Start onboarding panel, check the Recipient: the worker’s personal email and name.
3. Choose the worker’s Role: All workers (baseline), Support Worker, Registered Nurse or Office & Admin. The role adds extra items on top of the baseline.
4. Review Items to send, split into Forms to complete and Credentials to provide. Items already satisfied are left out. Untick anything you want to skip. Items marked Blocks roster must be verified before the worker can be rostered.
5. Optionally add a Personal message and set the Deadline (14 days from today by default).
6. Choose the Send method: Digital sends a secure link, Manual means you fill the items in with the worker yourself.
7. Click Send onboarding invite (or Start manual entry).

What the worker sees (the self-service link)

The worker receives a secure link by email. They do not need a Cura login.

1. The welcome page greets them with Welcome, [first name] and lists What we need from you, with a progress count such as “0 of 6 done”. A “Have these handy” box lists what to prepare: screening clearance, First Aid and CPR certificates, WWCC, driver’s licence and bank, super and TFN details.
2. They click Get started (or Continue on a return visit) and work through each item:
   • Upload + details items: tap Tap to choose files or take a photo, attach the document (several files are fine), fill in the Credential details, and click Submit. If they have applied and are waiting on the result, they can tick I’ve applied and I’m waiting for the result and enter the application number.
   • Form items: read the document, type their full name to sign, and click Agree & sign.
3. Save and come back later keeps their progress on the same link. I don’t have this right now - skip for now leaves an item outstanding, with a warning if it may delay their first shift.
4. When everything is in they see All done - thank you, [first name]! Credentials are usually verified within 2 business days.

Track onboarding and chase a worker

1. Open the worker’s profile. The Onboarding card shows the status (sent, in progress, under review), progress (“3 of 6 required items complete”), and when the pack was sent and is due.
2. Each item shows Awaiting worker, Awaiting staff, Awaiting verification, Verified, Expired or Waived. A requirement not yet on the checklist reads Not started.
3. Click Send reminder to nudge the worker. Other actions: Edit recipient, Add another item, Resend full link, Switch to manual, and View as [name] sees.
4. To change what is in the pack, click Amend pack, tick or untick requirements, and click Save changes. Unticking a roster-blocking item asks you to confirm, because the worker stays blocked from rostering until it is satisfied. Items already submitted or verified are locked.
5. A roster-blocking requirement missing from the checklist shows Add to checklist on the Rostering compliance card.

Verify a credential a worker has submitted

1. On the worker’s profile, click Verify on an item showing Awaiting verification.
2. Check the Submitted details and attached files against the document or the issuing register, using the Verification hint.
3. Answer How did you verify this? (Sighted document, Checked issuing register or Phone confirmation), add Notes if useful, and click Verify.
4. If the submission is unusable, click Request re-submission, enter the Reason for re-submission (the worker sees it) and send it.
5. A document whose expiry date has already passed cannot be verified. The only way forward is Request re-submission.

Enter a credential yourself (no worker round trip)

1. Click Satisfy on the outstanding item.
2. For a credential, fill in every marked field including the Expiry date, attach the Document, and click Submit for verification. The item shows Awaiting verification and still blocks rostering until you click Verify.
3. For a form completed on paper, enter the Reason (required) and click Mark satisfied (paper override). The row is flagged as a paper override with no evidence. Statutory items such as worker screening never offer this.
4. When the last blocking item is verified, the worker becomes active and Rosterable.

Check whether a worker can be rostered

1. Open the worker’s profile and find the Rostering compliance card.
2. Rosterable means all roster-blocking credentials are verified and current.
3. Not rosterable lists exactly which are outstanding and why, for example Awaiting verification or Expired. A credential past its expiry date makes the worker Not rosterable automatically.
4. Credentials within 60 days of expiry show Expiring soon, so you can ask for renewals early.

Set a worker’s pay details, award and vehicle

1. Open the worker’s profile, click Employment, then find the Pay Rate card.
2. Click the pencil. Set the pay rate and type, then the Award classification. Enter the award name, such as SCHADS, Aged Care or Nurses.
3. Set Travel pay (Org default, Not paid, Partially paid (%) or Paid in full) and the Vehicle type: Standard (default), Standard or Modified for accessibility. The vehicle type sets the per-kilometre travel rate used when shifts are scheduled and paid.
4. Click Save.

The award classification is what lets Cura work out evening, night, weekend and public holiday pay. Without it, a shift in one of those times cannot be approved and the payroll preview warns No loaded rate on file. Weekday daytime shifts do not need it.

Upload a document straight to a worker’s file

1. Open the worker’s profile, click Documents, then Upload.
2. Choose the File and give it a Document Name. Pick the Document Type and set the Expiry Date (optional) and Privacy level.
3. To make it count towards a requirement, pick it under Satisfies requirement. The requirement then reads Awaiting verification until you click Verify. A file with no requirement shows Unlinked, with a Link action.
4. Each row offers View, Download, Replace and Remove. Removing a document that satisfied a requirement makes the worker outstanding on it again.
5. The tab also shows the Credential register, a record of every credential on file.

Add a training record

1. Open the worker’s profile, click Training, then Add training record.
2. Enter the Training name, the Provider / RTO, and the Completed and Expiry dates, then click Save training record.
3. Training a worker adds themselves arrives as Submitted. Use Accept or Discard. It never affects the rostering gate.

Invite a team member to log in to Cura

This is for staff who need their own Cura login, which is separate from worker onboarding.

1. Click Settings, then Team, then Invite Member.
2. Enter their email and name and choose a role (for example Staff Member).
3. The invitation appears under Pending Invitations as Pending, with an expiry date. Open the … menu to Resend email (this issues a fresh link and expiry, and the old link stops working) or Revoke.
4. An invitation past its expiry shows Expired. Resending it makes it Pending again.
5. To bring back someone you removed, invite the same email again. They set a new password and keep their existing login.

Change what workers must provide

1. Click Settings, then Worker Requirements. Pick a tab: All workers (baseline), Support Worker, Registered Nurse or Office & Admin.
2. Fill in the form at the bottom: the requirement name, whether it is upload-based, its validity, and Blocks rostering. Save, then click Apply when asked to confirm how many workers it affects.
3. Click the pencil to edit a requirement, or the archive icon to remove it. Archiving has an Undo for a few seconds.
4. Apply current requirements to all workers catches up any workers who are missing a requirement.

Tips

• The onboarding deadline defaults to 14 days. Set a shorter one for urgent starts.
• Only items marked Blocks roster gate rostering. A worker can be Rosterable while non-blocking items are still outstanding.
• Verification, not submission, clears the roster gate.
• Changes to the requirements apply to all current active workers straight away. A new requirement shows as outstanding on each profile.
• Adding a blocking requirement never touches shifts already booked. It only affects who can be rostered onto new shifts.

Troubleshooting

• “First and last name are required” - Fill in both name fields. Each field also shows its own message.
• “Failed to create worker” - Try again. If it keeps failing, contact your administrator.
• The worker says their link doesn’t work - Click Resend full link on the Onboarding card for a fresh link, and check the email under Edit recipient.
• A credential shows “Expired” - Its expiry date has passed. Ask for the renewed document, then verify the new one. The Training tab also has Request renewal now.
• Worker is “Not rosterable” but says they sent everything - Items at Awaiting verification still need a staff member to click Verify.
• “This document expired on …” and Verify is greyed out - Click Request re-submission and ask for a current document.
• “No loaded rate on file …” in the shift wizard, or approval is refused - Set the worker’s Award classification on the Pay Rate card.
• “No workers found” - Clear the search box and check you are on the Workers tab.