Participant records
Plan, goals, team, contacts, preferences, risks and documents for every participant in one tidy record.
Disability service software: rostering, notes & NDIS claims
Disability services: everyone on the same page. More support, less paperwork.
Shifts get swapped in a group chat. Progress notes sit in a folder nobody opens and the plan review report gets written from scratch the night before it's due. Then someone spends Friday keying claims into the portal. We build coordination, rostering, notes, budget and claiming systems for disability service providers that keep everything organised around each participant. Then we host them and look after them.
Looking for disability support software that runs coordination, rostering and claims in one place?
A disability service provider is a care team, a rostering office, a compliance department and a billing desk all at once. Most providers end up with a rostering app, a separate notes system, the NDIS portal, Xero, a pile of service agreements in email and a spreadsheet tracking every participant's budget. Support workers write notes on their phones, coordinators chase other providers one email at a time and nobody can see the whole picture for one person without opening five tabs.
Wollopit builds custom disability services software around how your organisation actually works. Each participant gets one record with their plan, goals, budget, team, bookings and notes. Shifts and notes flow straight into claims. Incidents get reported and followed up properly. Plan review reports pull themselves together from the notes you've already written. We connect the tools you already like, replace the ones holding you back and look after the lot on our own servers, so your team can spend more time with participants.
01The problems
What we hear from disability service providers
Does your disability service provider have these problems? Here's how we'd fix them.
Most providers we talk to have brilliant support workers and coordinators who care a lot. They're just doing it on a patchwork of apps, inboxes and spreadsheets that falls over right when an audit or a plan review lands.
- The problemCoordination by emailEvery OT, support worker, plan manager and family member gets chased one email at a time. Nobody knows who's waiting on whom.How we fix itA shared coordination workspace per participant with tasks, owners, due dates and a clear trail of who said what.
- The problemProgress notes in foldersNotes are scattered across Word docs, a phone app and someone's notebook. Finding last month's history takes an hour.How we fix itNotes written on the worker's phone at the end of each shift, linked to the participant, their goals and the booking.
- The problemGoals nobody can measureThe plan lists goals but nothing tracks progress against them. Come review time it's guesswork.How we fix itGoal tracking that tags each note and activity to a goal, so progress shows up as you go.
- The problemPlan reviews written from scratchCoordinators spend days copying notes into a Word template before every review.How we fix itReview reports that pull goals, notes, outcomes and spend into a draft ready for you to edit.
- The problemBudgets on a spreadsheetFunds get overspent in one support category and underspent in another. You find out too late.How we fix itLive budgets per support category, burn rate against plan dates and alerts before funds run short.
- The problemRostering in a group chatShift swaps happen in Messenger. The right worker doesn't get the right participant and nobody checks their screening is current.How we fix itRostering that matches workers on skills, preferences and screening status, with swaps approved in the app.
- The problemClaims keyed in by handSomeone spends Friday building bulk upload files and fixing rejected line items.How we fix itDelivered shifts become claim lines at the right support item and rate, ready to export or invoice plan managers in Xero.
- The problemService agreements everywhereAgreements are printed, signed, scanned and lost. Half are out of date after a plan change.How we fix itService agreements generated from the plan, signed online and flagged when the plan or prices change.
- The problemIncidents on paperIncident forms get filled in late, sit in a tray and follow-up actions never get closed off.How we fix itIncident reporting from a phone with escalation, reportable incident flags, investigation steps and actions tracked to done.
- The problemAudit panicWhen the NDIS Practice Standards audit comes round everyone scrambles for training records, policies and evidence.How we fix itWorker checks, training, policies and evidence kept current in one place, with expiry reminders well before audit day.
- The problemParticipants left outParticipants and families have to ring to find out who's coming tomorrow or what's left in their budget.How we fix itAn accessible participant and family portal with upcoming supports, worker profiles, budget and messages.
- The problemIntake that leaksNew referrals come in by phone, email and web form. Some never get a call back.How we fix itOne intake pipeline from enquiry to service agreement, with every referral owned and followed up.
02What we build
Solutions
What we build for disability service providers. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Support coordination workspace
Tasks, providers, referrals, case notes and billable time per participant on one shared board.
Progress notes app
Shift notes on the worker's phone with goal tags, photos, check-in and check-out. Works when the signal drops.
Goal tracking
Goals broken into steps with progress logged from notes and activities, shown as plain charts for reviews.
Plan review reports
Drafts built from goals, notes, outcomes and spend, then edited and exported in your template.
Budget tracking
Funds by support category, spend against plan dates, committed bookings and early warnings.
Rostering & shift matching
Shifts matched on skills, gender preference, location and screening status, with swaps and open shifts in the app.
Bookings & scheduling
Recurring supports, community access, group programs and therapy sessions on one calendar with SMS reminders.
NDIS claims & invoicing
Delivered shifts into claim lines with support items and rates, bulk upload files and plan manager invoices in Xero or MYOB.
Service agreements
Agreements built from the plan, signed online and versioned when anything changes.
Incidents & complaints
Phone-friendly reporting, escalation rules, reportable incident flags and follow-up actions tracked to closed.
Worker compliance
Worker screening, first aid, police checks, induction and training with expiry alerts and audit-ready records.
Participant & family portal
Accessible views of upcoming supports, worker profiles, budget and messages, built for screen readers and simple reading.
Intake & referrals
Referral forms, enquiry tracking, eligibility notes and handover into onboarding with nothing dropped.
A website that's accessible
Hand-built, quick on mobile, easy to read and usable with assistive tech, built to rank for 'disability support near me'.
03The systems
The big ones
Every participant, on one system.
These are the systems disability service providers ask us about most. Each works on its own and they get properly clever when they're joined up.
Support coordination
One workspace per participant. No more inbox archaeology.
Every participant gets a coordination board with their plan, goals, providers and open tasks. Coordinators see who's waiting on what at a glance. Billable time gets logged as you work instead of reconstructed at month end.
- Plan, goals and providers per participant
- Shared tasks with owners and due dates
- Referrals sent and tracked to a response
- Case notes linked to goals
- Billable time logged as you go
- Email and SMS sent from the record
- Plan end dates and review reminders
- Caseload view for every coordinator
- Handover notes when staff change
- Documents stored with the participant
Progress notes & goals
Notes written once. Progress shown everywhere.
Support workers write shift notes on their phone before they leave. Each note is tagged to the participant's goals, so progress builds up quietly in the background. When review time comes the evidence is already there.
- Shift notes on any phone
- Works offline and syncs later
- Goal tags on every note
- Note templates per support type
- Photos and attachments
- Check-in and check-out times
- Late note reminders
- Supervisor review and sign-off
- Goal progress charts
- Full history per participant
Rostering & bookings
The right worker on the right shift. Every time.
Recurring supports, community access and group programs on one calendar. Rostering matches workers to participants on skills, preferences, travel and screening status. Swaps and open shifts get handled in the app instead of a group chat.
- Recurring and one-off supports
- Group programs and SIL houses
- Match on skills and preferences
- Blocks workers with expired checks
- Open shifts pushed to phones
- Swaps approved by the office
- Travel time and kilometres
- SMS reminders to participants
- Timesheets out to payroll
- Clash and overtime warnings
Budgets & NDIS claims
Shifts in. Claims out. Budgets always current.
Every delivered shift becomes a claim line at the right support item and rate. Budgets update as supports get delivered, so you see overspend coming months out. Agency-managed claims export for bulk upload. Plan-managed invoices go out through Xero or MYOB.
- Budgets by support category
- Spend against plan dates
- Committed versus delivered funds
- Support items and price limits kept current
- Bulk upload files for the portal
- Plan manager invoices in Xero or MYOB
- Self-managed invoices and receipts
- Rejected claim tracking and fixes
- Cancellation and travel claims
- Low-funds alerts to coordinators
Incidents & compliance
Audit-ready on a Tuesday afternoon.
Incidents get reported from a phone while they're fresh. They escalate to the right people and get followed up until every action is closed. Worker checks, training and policies sit in one place with reminders, so audit prep stops being a fortnight of panic.
- Incident reports from any phone
- Escalation to managers on submit
- Reportable incident flags and timers
- Investigation and action tracking
- Complaints and feedback register
- Worker screening and police checks
- Training and induction records
- Expiry alerts before checks lapse
- Policy library with read sign-off
- Evidence packs for audits
Participant & family portal
Participants in the loop, not on hold.
Participants and their families log in to see who's coming and when, what's left in the budget and messages from the team. It's designed to be clear, readable and usable with screen readers and other assistive technology.
- Upcoming supports and worker photos
- Plain language and Easy Read options
- Screen reader and keyboard friendly
- Large text and high contrast
- Budget in simple terms
- Request or cancel a support
- Messages with the team
- Nominee and family access controls
- Sign service agreements online
- Feedback and complaints form
04How it changes
Before and after
A plan review, wolloped.
Here's how getting ready for a participant's plan review could change. Every provider is different, so we map yours first.
Before
- Realise the review is next week
- Dig through folders and phone apps for six months of notes
- Email every provider asking for their report
- Work out the budget spend from a spreadsheet
- Copy and paste it all into a Word template
- Stay back two nights to finish it
After
- A reminder went out 60 days ago
- Notes are already tagged to each goal
- Provider report requests were sent and tracked automatically
- Spend by category is live on the participant record
- A draft report builds itself from goals, notes and spend
- You edit, check it with the participant and send
05Services
Everything under one roof
Software, websites and systems for disability service providers.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for disability service providers
Built around how your disability service provider actually runs: participant records, support coordination workspace and the admin in between, in one system you own.
Websites for disability service providers
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Disability service provider system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for disability service providers
Progress notes app and goal tracking: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect NDIS myplace provider portal, PRODA and ShiftCare so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your disability service provider, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside care platforms you're happy with or replace the ones holding you back.
- NDIS myplace provider portal
- PRODA
- ShiftCare
- Brevity
- CareMaster
- Lumary
- SupportAbility
- Xero
- MYOB
- Employment Hero
- Deputy
- Microsoft 365
- Google Workspace
- Twilio SMS
- DocuSign
- Stripe
- Google Business Profile
- Mailchimp
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your disability service provider: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your coordinators, support workers and finance team, then work out where the hours are really going.
- 02
Archi-tech
We plan it before writing code: participants, plans, rosters, notes, claims, compliance, privacy, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next audit or review.
- 04
Look after
We host it, maintain it, keep NDIS changes flowing through and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things disability service providers ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is it accessible for participants?
Yes. We design participant-facing parts to be clear, readable and usable with assistive technology. That means screen reader support, keyboard navigation, large text, high contrast and plain language options.
Can it turn shifts into NDIS claims?
Yes. Delivered shifts become claim lines at the right support item and rate. Agency-managed claims export for bulk upload. Plan-managed invoices go to plan managers through Xero or MYOB.
What happens when NDIS prices or support items change?
We keep support items and price limits up to date as part of looking after your system. We also flag service agreements and bookings affected by the change.
Can it help us get ready for a Practice Standards audit?
It keeps your evidence in one place. That covers worker checks, training records, incident follow-ups, complaints and policy sign-offs. It won't do the audit for you but it takes the scramble out of preparing.
We already use ShiftCare or another care platform. Do we have to switch?
No. If your current platform is doing its job we build around it: coordination, goal tracking, review reports, portals or whatever's missing. If it's holding you back we'll show you what replacing it would involve before anything changes.
How do you handle participant privacy?
Access is set by role, so workers only see the participants they support and family logins only see what they're allowed to. We talk through where your data lives and who can see what during planning, before anything is built.
How much does a disability services system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a progress notes app or an incident form can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most disability service providers we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a disability service provider problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.