What's New
Remind staff to clock in and out
Forgotten clock-ins and clock-outs mean chasing staff and fixing timesheets before you can invoice. Kareyo can now email each worker about 10 minutes before their shift starts, with a one-tap link to clock in, and again about 5 minutes before it ends if they're still clocked in. It works on any phone or computer, with nothing to install. Turn it on for your team in Settings → Notifications. Each reminder goes out once per shift, and none are sent for open or cancelled shifts.
Export a participant's records
Getting ready for an audit, or a participant moving to another provider? Admins can now export a participant's full record as one ZIP: a summary with their details, service agreements, support plans, shifts, progress notes with photos, incidents, complaints, invoices and an activity log extract. Pick a date range or export everything. Kareyo prepares it in the background and emails you when it's ready to download from the Exports page. Packs are kept for 7 days, and only admins can create or download them.
Email service agreements as a PDF
Send a service agreement straight from Kareyo as a professional PDF, to the participant, their plan manager, or both. Choose who gets it when you create or update an agreement, or send it again any time from the agreement's page. Each person gets their own email with your business name and ABN on the agreement, and replies go straight to you.
Keep a record of complaints
The NDIS Practice Standards expect you to record complaints and show how they were resolved, separately from incidents. Kareyo now has a Complaints log for exactly that. Staff can log a complaint from a participant, family member, worker or anyone else as soon as it's raised, with the category, details, photos and the participant or worker it relates to. Admins get an email when one comes in, can see every complaint in one list with open ones first, and resolve each one with notes, giving you a clear record to show an auditor.
Let staff pick up open shifts
Need cover for a shift? Leave it open when you create it, and any of your staff can claim it from their new Open shifts page, first in gets it. You'll get an email the moment someone picks one up, plus an evening heads-up if any shifts starting in the next 24 hours are still unfilled. Want more hands? Use "Remind staff about open shifts" on the Shifts page to email your whole team. There's a new training video showing how it works in our training video playlist.
Email participants their upcoming shifts
Keep participants and plan managers in the loop without picking up the phone. From any participant's page, admins can now send a summary of the next 7 days of shifts, with dates, times and support worker, to the participant, their plan manager, or both. Each person gets their own email, replies come straight back to your business email, and you can send it again whenever the roster changes.
Know when an email doesn't get through
Kareyo now checks whether your invoice, service agreement and staff invite emails actually reach the inbox. If one bounces or gets marked as spam, you'll see a warning right on the invoice, agreement or staff member, and we'll email you too. Fix the address and send it again in a click, and if you correct a participant's email, their agreement goes out again automatically.
Never miss a staff document expiry again
You can now keep up to five documents for each staff member in Kareyo, right from the Staff page, like their NDIS worker screening check, first aid certificate, driver's licence or qualifications. Add an expiry date and we'll send you an email a week before it runs out, so nothing slips through the cracks. Staff can upload or replace their own documents from their Profile page, and you can now save their phone number, address and screening number too.
Turn missed clock-in alerts on or off
Admins can now turn missed clock-in email alerts on or off per account from Settings, under Notifications — handy if your team finds them noisy. Alerts stay on by default, so nothing changes unless you turn them off.
Fix or cancel a completed shift
Admins can now correct a completed shift's recorded clock-in and clock-out times, or cancel a completed shift outright with a reason — both directly from the shift detail page.
Add your shifts straight to your calendar
When you're assigned a new shift, the confirmation email now includes a calendar invite. Add it with one tap and your shift shows up right alongside everything else on your calendar — no manual entry needed.
Log active hours during a sleepover shift
Support workers can now log any hours spent actively assisting a participant during a sleepover shift, separate from the flat overnight rate. Each entry bills hourly and flows straight into the invoice as its own line item — no manual re-entry needed.
Customise Service Agreement terms
The terms & conditions on a Service Agreement can now be edited per agreement instead of fixed text. You can also record when a participant has agreed to them — once recorded, the agreement locks so it can't be changed.
Duplicate a shift
Creating a similar shift is now one click. Duplicate any shift — completed, in progress, or upcoming — to open a new one pre-filled with the same participant, worker, support item, rate and notes. Just set the date and save.
Watch our new training videos
We've added a series of short training videos covering the basics of getting started with Kareyo — from adding your first participant to writing your first progress note. Find them on the Help page, or in the welcome email if you're just signing up.
Link progress notes to shifts
Progress notes in Kareyo can now be linked to the shift they're about. Writing a note straight from a shift auto-fills the participant and shift, and you can jump back to that shift from the note at any time.
Log travel distance on shifts
Support workers can now log the distance they travelled on a shift when clocking out. Set your own $/km rate in Settings, and it flows straight into the invoice as its own line item.
Email invoices directly from Kareyo
Invoices can now be emailed straight from Kareyo — send a bill to a participant or their plan manager without downloading the PDF and attaching it to your own email first.
Annual billing, two months free
New subscribers can now choose annual billing — $150/year instead of $15/month — for two months free compared to paying monthly.
Room to grow
We bumped the included staff limit from 5 to 8 support workers, at no extra cost, so your team has room to grow before you need to reach out about a bigger plan.
Service agreement expiry reminders
We'll now email you automatically 14 and 7 days before a participant's service agreement is due to end, so renewals never sneak up on you.
Clearer data privacy commitments
Updated our Privacy Policy and Terms to be explicit — Kareyo staff never access participant data as part of routine platform maintenance.
Smarter sign-up flow
We now let you know right away if you already have a Kareyo account, so you never end up with an extra one by mistake.
Blog launched
New tips on shift scheduling, invoicing, and running a small NDIS business, now live at kareyo.com.au/blog.