The AI Vacant Shift Assist has been upgraded with major improvements to its accuracy and reporting.

When a shift becomes vacant, the system now evaluates available staff using a refined algorithm that factors in:

• Proximity and travel time between consecutive appointments.
• Existing daily and weekly schedules to avoid overlap.
• Service compatibility (matching based on client needs and staff skills).
• Travel distance and traffic-adjusted timing for realistic scheduling.

Each recommendation includes:

• A map-based breakdown of travel routes and distances.
• Shift conflict detection with automatic rescheduling suggestions.
• AI Recommendations for time adjustments (e.g., “Move appointment to 3:15 PM for efficient back-to-back scheduling”).

The result is faster, smarter rostering with minimal manual intervention, ensuring staff and clients are always matched efficiently.

Incident Reporting has been completely rebuilt for deeper visibility and accountability.

New Dashboard Overview:

A centralised dashboard now lists all incidents with filters for Open, Resolving, and Resolved, showing:

• Total incidents
• Incidents open or in progress
• High-priority cases
• Assigned staff and reporting date

Incident Detail View:

Clicking into an incident reveals:

• Full details including title, type, and description.
• Linked location and parties (client, staff, witnesses).
• Root cause identification, follow-up status, and follow-up date.
• Notes and documents, including evidence or follow-up records.
• Status and priority indicators with audit timestamps.

AI Shift Caution Conversion:

A new AI integration allows Shift Cautions generated under a client’s profile (e.g., flagged notes about safety or performance) to be converted directly into an incident.

When converted, Imploy automatically links the client, staff member, and relevant data, reducing duplication and ensuring full traceability from shift to incident.

This end-to-end flow from detection to resolution ensures that every risk is logged, tracked, and addressed properly.

We’ve launched a complete rework of the Supplier Dashboard to provide end-to-end visibility for both administrators and suppliers.

Admin Dashboard:

Admins can now:

• Add or update supplier services, including category and pricing details.
• Maintain contact lists for each supplier, assigning primary and secondary contacts.
• (updated) Create document requests to manage compliance requirements (e.g. insurance certificates, police checks, qualification proof).
• (updated) View submission statuses at a glance, with “Required”, “Optional”, and “Submitted” indicators.
• Accept invoice uploads directly from suppliers through the connected portal.

Supplier Portal:

Suppliers gain their own secure access, allowing them to:

• (updated) Upload requested compliance documents with expiry tracking.
• Manage associated contacts to there organisation.
• Submit invoices directly to their linked providers.
• View their current compliance standing (active, pending, or non-compliant).
• Update / add services with price per hour, and minimum service hour for each service.

This update reduces manual follow-ups for document collection and helps maintain up-to-date compliance records, critical for audit readiness.

Billable Tasks are now available for Support Coordinators and Care Managers working with clients who's day-to-day activities are not a direct service.

This feature introduces a clear and auditable way to capture time spent on coordination, planning, and administrative work that would otherwise be lost in notes or spreadsheets.

Using the new Billable Tasks interface (see image), coordinators can:

• Create individual or grouped tasks: e.g., “Care Plan Review”, “Client Monthly Check-In”, “Weekly Report”.
• Add time manually or via timers, with flexible options for entering duration or total minutes worked.
• Assign service categories such as Support Coordination, Plan Management, or Case Management.
• Mark tasks as complete to automatically generate a Billable Entry, ready for invoicing.
• Instantly see weekly totals for hours and minutes logged, giving real-time visibility into billable activity.

All tasks roll up into the client’s billable entries and can be exported through Bulk Invoice Generation.

This reduces admin time and eliminates the need for manual spreadsheets or double entry.

For staff using automatic travel tracking between clients, you can now edit the travel claim and choose which client is charged for that travel, which will then be added to the client's billable entries.

This gives providers greater flexibility in managing travel costs and ensures billing reflects real agreements with clients.

For example, if a staff member or client lives further away than usual, and the client has agreed to cover the travel to their home (which would normally be absorbed by the provider), you can now allocate that travel directly to the client in the system.

This update makes travel claims more accurate, transparent, and tailored to individual client arrangements.

You can now add notes directly within each employee’s profile. This makes it easy to record important information such as phone calls, meetings, performance discussions, or concerns, all in one central place.

These notes are private to internal staff and office users only, ensuring sensitive information stays confidential. By keeping notes linked to the employee’s profile, managers have quick access to a clear history of interactions and updates, helping improve communication, keep records organised, and ensure nothing important gets missed.

You can now upload or take photos directly while adding shift notes in the mobile app. This makes it easier to capture and record important details in real time, providing stronger context and supporting documentation for each shift.

All photos attached to a shift note are securely stored and can be accessed from the client’s profile in the mobile app, alongside the corresponding note.

They are also visible in the web app, ensuring both field and office staff have a complete view of the shift record.

You can now assign visibility of multiple documents to the mobile app for each client, giving staff access to more than just the care plan. This means that in addition to care plans, you can choose which other documents staff should see when supporting a client.

With this update, important information such as:

• Risk assessments
• Medication charts
• Wound management plans
• Behaviour support plans;

can now be made available directly on the mobile app. By assigning document visibility at the client level, you remain in full control of what information is accessible. This ensures staff always have the most relevant details at their fingertips, helping improve safety, compliance, and quality of care.

To try it out, simply navigate to:

1. Clients profile
2. Documents tab
3. Folder
4. Edit document
5. Click 'Is visible on mobile app'

We’ve added timestamps so you can now see exactly when staff clock in and out of their shifts. This update makes it easier to track attendance, verify hours worked, and maintain accurate records. Admin staff can quickly view clock-in and clock-out times directly from the appointment details, helping improve transparency and compliance across your team.

To view the timestamps, simply hover over the tooltip within the appointment in the scheduler. This will display the exact clock-in and clock-out times for that shift.

Our new Activity Log & Change Tracking feature gives you complete visibility over every update made to employee and client records. Every action is automatically recorded with details on who made the change, when it occurred, and exactly what fields were updated, showing both the previous and new values.

Whether it’s a simple date correction or a critical compliance update, you’ll have a clear, time-stamped audit trail at your fingertips.

This improves accountability across your team, strengthens compliance reporting, and ensures you can always trace back and verify changes with confidence.