Core Setup
Use sites to organise people, rosters, and service areas.
Sites provide the operating structure for accommodation, houses, locations, client service areas, staffing relationships, and site-based rosters.
Before you begin
Before setting up your sites, have the following information ready:
- A list of all service locations, houses or operational sites.
- The address and location details for each site.
- Staff members assigned to each location.
- Participants who receive services at each site.
- Details of your primary, secondary and relief staff relationships.
- Site managers or team leaders responsible for each location.
Recommended setup order
For the best experience, we recommend setting up your sites in the following order.
1 Create your site
Create a new site by entering:
- Site name
- Site type
- Address and location details
This establishes the operational location that staff, participants and rosters will be linked to.
2 Link participants
Assign participants who live at, attend or receive services through the site.
Linking participants ensures supports, documentation and operational activities are associated with the correct location.
3 Assign staff
Add staff members who regularly work at the site.
Creating these relationships helps support rostering, workforce planning and day-to-day operations.
4 Configure team relationships
Where applicable, assign:
- Primary team members
- Secondary team members
- Relief staff
- Site Managers
- Team Leaders
These relationships help BondiByte recommend the most appropriate staff when creating or managing rosters.
5 Configure site rostering
Review and configure the site's rostering preferences, staffing rules and reminder settings.
Setting these preferences before creating rosters helps ensure consistent scheduling across your organisation.
6 Enable Smart Rostering
Once your staff, participants and standard roster have been configured, you can enable Smart Rostering for the site.
Enabling Smart Rostering after completing your base setup allows the platform to make more accurate workforce recommendations and automate scheduling more effectively.
Understanding site settings
Site
A physical location, supported accommodation, office, day program or logical service area used to organise staff, participants and operational activities.
Site Type
The category of service location used within your organisation, helping group sites for reporting, rostering and operational management.
Primary Team
The staff members who are regularly assigned to the site and are the preferred workforce for scheduled supports.
Secondary Team
Additional staff who can provide support when primary team members are unavailable or additional coverage is required.
Relief Staff
Employees who provide backup coverage for unplanned absences, leave or unexpected staffing requirements.
Site Manager
The manager responsible for overseeing operations at the site, including workforce management, notifications and site-level activities.
Best practice
- Set up all sites before building complex rosters or assigning large numbers of staff and participants.
- Maintain realistic primary, secondary and relief team relationships to improve Smart Rostering recommendations.
- Configure site rostering preferences before publishing your first roster.
- Review reminder settings before enabling automated notifications.
- Enable Smart Rostering only after your site's staff, participants and roster structure have been established.
Common mistakes to avoid
- Enabling Smart Rostering before assigning staff to the site.
- Forgetting to link participants to the appropriate service location.
- Using relief staff as a replacement for a well-defined primary team.
- Leaving Site Manager roles unassigned where site oversight is required.
- Creating rosters before reviewing site rostering preferences.
What to do next
Related guides
Staff
Set up staff profiles, account links, UPN/contact details, capabilities, site links, availability, documents, and Staff Portal readiness.
Core SetupClients
Set up client profiles, NDIS number, contacts, representatives, emergency contacts, plan management, linked site, and billing context.
RosteringLight Rostering
Schedule shifts on a simple week or fortnight calendar for clients who are not tied to a site. Add a shift quickly, assign staff with conflict warnings, publish to notify staff, record shift reports, and attach client billing line items.
Need help applying this setup path?
Book a BondiByte demo and we can walk through the right setup order for your provider.