There are 3 levels of access a staff record can have, Administrator, Coordinator and Worker.

There are 3 levels of access a staff record can have, Administrator, Coordinator and Worker. 


Generally speaking, different records with the same access level have the same restrictions/access, for example you can't provide one Coordinator with access to the Data section while restricting another coordinator from doing the same. The exception to this is if access has been restricted to assigned workers/participants, where staff would only be able to view the records specifically assigned to them.


**Administrator accounts**

* Anyone with an administrator account can access any and all sections of CareMaster. 
* Administrators cannot change the passwords on other administrator accounts, only the owner of the account can change their password. If an administrator has forgotten their password, they can use the 'Forgot Password' button on the login screen.
* You can add someone as an administrator by selecting Administrator in the staff profile under Organisational Information
* You can't change the user level of an administrator for security reasons. Please contact CareMaster Customer Care Team for assistance with this
   

**Coordinator Accounts**

* Coordinator accounts can't access
  * Admin section
  * Settings section
* Depending on Settings, coordinator accounts can
  * Access/edit the Data Section
  * Create new client/participant records
  * Create new worker records 
  * Access all worker records, or just the ones they are assigned to
  * Access all client/participant records, or just the ones they are assigned to
  * Edit/approve timesheets
  * View Financial information
* Regardless of settings, they can access
  * Roster
  * Vehicles
  * Reporting
  * Documents
  * Incidents
  * News

**Worker Accounts**

* Depending on settings, they can;
  * Edit client records
  * Access all participant records, or only the ones they are assigned to
  * View the Documents section of Caremaster
  * View financial information ($$ figures on transactions, and figures from the Caremaster dashboard)
  * Add participant records
  * Add worker records


**I've given someone the correct level of access, but I also want to also be able to assign them supports as though they are a coordinator/worker?**


* Users can be given additional role based access, for example an administrator user can be provided additional worker role access so they can be assigned supports and participants as though they were entered into the system as a worker. Administrators can have coordinator/worker role access, coordinators can have worker access. 
* To add this extra access for a user, in the staff record, go into the Organisational Information section. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51116190702/original/ExdB8tvshGOuKecT6Rj8idwPoS1gwILqYQ.png?1691461937)For this coordinator, they can be given additional worker access by ticking the box.


**How do I remove staff access?**

To remove staff access make the staff member inactive. After this they will not be able to log in to the desktop portal or the worker app

**Are user levels customizable?**

At this time, there are only the 3 above user levels available

What access does each user level have?

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User Guide: Client App - Provider Guide

Client App

User Guide: Worker App Guide for Workers

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User Guide: Worker App Guide for Admins

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Case Notes within the App

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Worker App

CareMaster Mobile Apps

CareMaster Data Export

How to Request CareMaster Training

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Understanding CareMaster Licences

Feature Request Form Update

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General

Step 1: NDIS Service Import

Step 2: CareMaster Configuration & Rostering

Xero Integration, Payroll & Invoicing

MYOB Integration, Payroll & Invoicing

KeyPay Integration, Payroll

Reckon Integration, Payroll & Invoicing

Step 3: Financial Integration

Step 4: NDIS Export Process (Registered NDIS Providers)

Advanced Rostering - SIL Houses (Optional)

Coordination of Support (Optional)

Guided Onboarding

Actions for CareMaster Aged-Care Providers Transitioning from Home Care Packages (HCP) to Support at Home (SaH)

Passwords reset and activation emails

Error - Support start time must be before end time

Updating a shift to overnight/active overnight

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Why am I getting kicked out of CareMaster desktop?

Why are kilometers missing from a timesheet?

How to stop a service showing on the roster or being included in roster emailed to the participant.

Why does the support on the Worker app not allow me to add kilometers?

CSRF token mismatch

How to Contact the Customer Care Team for Support

Top Troubleshooting FAQ's

Company Message Centre

How to submit a feature request

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Logging In

How To Reset A Password?

Home

Alerts User Guide

How to hide certain alerts?

Alerts

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CHSP Participant Guides

How to change what shows on the Participant List page?

Participant/Client Leave Requests

NDIS Splitting Participant funding into different Budgets

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User Guide: Recording Medication Usage for Participants

User Guide: Bulk Assigning and Unassigning of Participants and Workers

How to create new Agencies

The Participant Profile User Guide

How to Manage Participant Funding Limits

Service Agreements

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How to email a HCP statement to a client?

Understanding your HCP Statement

HCP Subsidy Increase 01.10.2025

How can I add HCP leave for a client?

Adding HCP Km's to a Support and a HCP Statement

How to add an adjustment to a generated HCP statement?

How to regenerate a HCP statement after adjustments?

User Guide: HCP Funded Participants Setup Guide

HCP Participant Guides

How to create a new participant or client

How to use case notes

Participants

Unassigned Supports - Coordinators and Vehicles rosters views

How to Email Rosters to Workers?

How to customise the Roster view

How to Email Rosters to Participant?

Service Organisation Roster view

Roster Page User Guide

Using The Roster Optimiser - Bulk Optimise

Participant Data Setup

Using The Roster Optimiser - Single Support

Locations & Destinations

Worker Data Setup

Checklist

Roster Optimiser

How to resolve email authentication errors when emailing?

Roster

How to Create Worker Timesheets

How to Send SMS/Email Notifications to Workers?

Working With Children Checks

Changes to Worker's Emails and Password Reset

How to deactivate user accounts 

User Guide: Staff/Volunteers

How do I add a new Worker?

How to change what shows on the Staff/Volunteers List page?

How to exit workers in CareMaster

Staff/Volunteers

How to Claim / Invoice Cancelled Services?

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How to create Service Organisations

Grouped Supports

How to use 'Quick Save' on the Supports Page

Creating Therapy Supports with 50% Travel change.

Creating Supports for a different Time Zone

How to Use the Manage Button to Change Supports?

Creating and editing a Recurring Booking

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How to restore a deleted support?

How To Limit Support Services to Approved Services Only

How do I Cancel a Support/Shift

Supports Menu User Guide

User Guide: How to create supports

User Guide: Provider Travel and Transport - Rostering Scenario Guide

User Guide: Supported Independent Living (SIL) Setup, Rostering and Claiming process

User Guide: Short Term Accommodation (STA) Setup, Rostering and Claiming process

Transaction List Export

How to advertise / broadcast available shifts to workers?

NDIS Non Face to Face Supports

Support Display - App Data Tab

Supports

Create SaH Supports including Wraparounds & Transport

Support at Home – Release Update 30th October

Participant Statements to be ready by end of February

Support At Home - Implementation Updates

Connect to PRODA and Register / Activate your Device

Syncing Services and Service Organisations

Creating additional Service Organisations & Services for SaH

Sync your Participants

Review the Participants Budget Dashboard

Understanding Programs, Budget Items & Funding Sources

Bulk Exporting for Services Australia for Invoicing & Claiming

Payment Statement Upload / Reconciliation

Upload the Claims file back into CareMaster

SAH Participant Statements

Invoicing for Xero, MYOB & Export Reports

Re-Activate your Device - Expires every 6 months

Support At Home (Aged Care)

Vehicles User Guide

Vehicles

Properties User Guide

Properties

Worker Summary Hours Report

What do the Staff/Volunteer reports show?

How do I change the fields on the worker list report?

Worker Reports

What do the voucher reports show?

Worker Run Sheet Report

Reporting User Guide

What do the property reports show?

What do the account reports show?

Custom Reports for Participants and Staff/Volunteers

What do the supports reports show?

Dashboard Reports - Where do the target figures come from?

Admin Reports

What do the Participant reports show?

Participant Reports

Reporting

User Guide: Documents

Documents

Custom Incident Forms

User Guide to Printing Incidents

Incidents User Guide

Incidents

News Items

CareMaster News

Voucher User Guide

Voucher

User Guide: How to Automatically provide workers access to clients for scheduled supports

How to hide unpublished rosters using Confirmed status

Settings Overview User Guide

What do the System Settings mean?

What do the worker app settings mean?

What do the client app settings mean?

Settings

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Admin Overview User Guide

Editing Service Organisation Details

Service Importing - NDIS Price Guide update

NDIS Claims uploads into CareMaster

Statistics User Guide

What do the access permission roles mean?

Child Services Award increase 01.03.2026

Aged Care and Child Services Award Rate Increase 01.01.2025

Aged Care Award Rate Increase 01.10.2025

SCHADS Award Rate Increase 01.07.2025

Award Updates - SCHADS and Child Services

Editing Company Details

External API Integration

DEX Integration

Employment Hero Integration

KeyPay Integration

Integrations

Administration

CareMaster

What access does each user level have?

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