Activity Clients Report

The Activity Clients Report allows providers to search for Clients added to Activities records via a range of search criteria. For example, in the case of a group Activity, the results returned in this report will list the same Activity multiple times, with each result reflecting the Clients participating in the Activity. It is a useful report for reviewing which Activities a Client has been scheduled into, monitoring absenteeism & where the Client has been set to 'No Charge', viewing completed Support Logs, and rescheduling Clients in Activities where required. 

The CSV export of this report includes additional data to the information displayed onscreen and is, therefore, a helpful tool for reviewing billable data. It provides a breakdown of the Client NDIS Support Allocations, differentiating between each Unit Of Measure: Unit (Each), Hourly, Daily, Weekly, Monthly and Annual, and each different Claim Type i.e. Travel, Report Writing, Non-Face-To-Face, and Cancellation. 

This article steps through how to generate this report, search criteria, list results, and printing or exporting this report. 

Audience: Authorised Representatives, Team Leaders, Support Staff


Summary

The following list summarises the content within this article. Click on the links below to take you to the relevant sections:


How to generate an Activity Clients Report 

Select 'Reports' from the Dashboard menu: 

Navigate to the 'Activity Reports' section and select the 'Activity Clients Report':

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Search criteria

A range of search criteria is available to select from that can be used independently, or in conjunction, to search across Clients added to Activities in SupportAbility: 

The following search criteria are available in the Activity Report: 

  • Clients
  • Staff Members
  • Sites
  • Services
  • Activity Date
  • Program
  • Journal
  • Support Log
  • Absent
  • No Charge
  • Funding Type
  • Support Items
  • Claim Type 
  • Cancellation Reason
  • Activity Sign Off Status

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Multi-select and enter text

Each of the search criteria with a drop-down selection option allows you to multi-select: 

Once selected, click the triangle icon to minimise this:  

Or, click anywhere outside of this to return to the search criteria: 

To remove the criteria selected, click on the cross to the right-hand side of the selection: 

Alternatively, the options to select from may be narrowed down by selecting the search criteria, then typing in the search term you are looking for e.g 'Tim Swanston': 

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Clients and Staff Members

If you wish to search for more than one Client, simply select the chosen Client, and then highlight what you have typed in and delete it, or select this: 

To perform another search: 

If you wish to search for Clients in Activities by specific Staff Members added to the Activities they participate in, this may be selected here. For example, if we wish to see all of the Clients Abel is rostered into Activities to work with as individual search results, select this Staff Member: 

Alternatively, if we wanted to see all of the Activities our Staff Member Abel is set to work with our Client Tim Swanston, we could select Tim also:

N.B. These criteria will only display the Staff Members and Clients that you have access to. They are not mandatory, however, and only need to be selected if you wish to search for specific Staff Members or Clients, or Active/Inactive for example. 

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Sites and Services

All Active Sites and Services are selected by default.  N.B. Whilst all Sites/Services are available to select from, the results returned are based on the level of access the individual has. For example, if we run a search for the Support Coordination Service and do not have access to this Service, no results will be returned.  

Select the  Sites you wish to report on: 

Alternatively, 'Select All' for a holistic view.

Indicate the  Services in which you wish to report on:

Alternatively, 'Select All' for a holistic view.

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Activity Date and Program

Select an  Activity Date range, for example, all Activities for today, or the current week: 

The  Program search criteria can be used to locate Clients added to Activities by Program, provided the list of Activity::Programs has been configured, and Programs are being added to the Activities your organisation delivers:

If your organisation is using 'Other' when adding Programs to Activities and entering a custom Program, the 'Other' option may be of assistance. Selecting this checkbox in the search criterion opens up a free text field which must be completed in order to yield the required results e.g: 

This information is included in the Programs column of the export. 

For more information about this feature, please review the  Activity Programs List article linked below. 

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Journal, Support Log, Absent and No Charge

If you wish to search for Clients with one or more Journals added from the Activity, or none, this can be selected in the Journal search criteria: 

Selecting 'One or more' will return results of Clients with one or more Journals added from the Activity record e.g: 

When a Journal has been created from the Activity, a number icon will be visible to indicate the number of Journals which have been created within this Activity for the Client. 

When this icon is selected, a list of these Journals is displayed, along with the date and title of each and a link to access each Client Journal as required. Hovering over the title will display the full text. 

The  Support Log search criteria can be used to locate Clients added to Activities by the type of Support Log that has been completed, or if no Support Log has been completed, provided the Client Support Log feature has been configured and Client Support Logs are being completed in the Activities your organisation delivers:

Selecting these criteria will return results based on Client Support Logs completed. 

The ability to search for Clients who have been marked as Absent in an Activity is available: 

Adding the Absent search criterion will return results of Clients marked as Absent in Activities as per the search criteria e.g: 

Note the 'Absent' Status icon which is appearing in the list results. More information regarding this is outlined further below. 

If 'Not Absent' is selected, this will search for all Clients who have not been marked as Absent in Activities as per the search criteria.

Similarly, the ability to search for Clients who have been marked as  No Charge in an Activity is available: 

Adding the No Charge search criterion will return results of Clients marked as No Charge in Activities as per the search criteria e.g: 

Note the 'No Charge' Status icon which is appearing in the list results. More information regarding this is outlined further below. 

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Funding Type, Support Items, Claim Type and Cancellation Reason

If you wish to filter the list of search results by a specific Funding Type, this may be selected here e.g. NDIS: 

Whilst 'Billable (No Funding)' is technically not a Funding Type, this allows you to search with any Clients who have their Funding Source set to this. 

To locate any specific (NDIS) Support Items allocated to Clients in their NDIS Support Allocations, these may be selected using this search criterion: 

To search for a specific Support Item, type in the reference number, or the name of the Support to locate it: 

Multiple Support Items may be selected by repeating this process as outlined above in the 'Multi-select and type in text' section of this article. 

N.B. The Supports selected are only included in the print version of this report and not the export, with a maximum of 10 reference numbers displayed. More information regarding the print report has been outlined below. 

Clients with NDIS Support Allocations of a specific Claim Type, or all other Claim Types than Standard, for example, can be located using this search criterion: 

Similarly, the ability to search for Clients in Activities by Cancellation Reason is also available: 

A really useful search criterion is the  Activity Sign Off Status. You can search for Clients in Activities which are: 

  • Signed Off, or
  • Not Signed Off

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Generate Report

Once the desired parameters have been set, select 'Generate Report': 

The search criteria will remain displayed, however, this may be minimised by selecting the 'Hide Search Filters' button when necessary.  

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List results

As the Activity Clients Report is Client focused, each Client within an Activity is displayed in a separate row. Once the report has been generated, the results will be listed below along with a summary of the number of search results:

The following columns are listed in the Activity Report results: 

  • Activity - target icon and Activity Name link to navigate to that Activity record
  • Client - the First Name and Surname of the Client in the Activity 
  • Funding - the name of the Funding selected in the Client's Funding Source for the Activity
  • From Time - the From Time of the Activity
  • To Time - the To Time of the Activity
    • N.B. The day of the week and Date will only be displayed in this column if this differs from the From Time Date
  • Activity Hours - the total Activity duration in hours
  • Client Total NDIS Allocated Hrs - the total number of NDIS Support Allocations with an 'Hours' Unit of Measure for the Client in the Activity
    • N.B. The total value displayed at the bottom of this list is the sum of the search results across all pages
  • Site - the Site the Activity is being facilitated at or managed from
  • Service - the Service the Activity is being facilitated by or managed by
  • Program - the Program added to this Activity where applicable
  • Journals - the number of Journals for this Client added from the Activity
  • Location - the Location this Activity is occurring at as configured
  • Clients - all Clients participating in this Activity as configured
  • Staff - all Staff facilitating this Activity as configured
  • Status - Activity Icons specific to the holistic Activity records

Many of these columns may be sorted by ascending or descending order based on how you wish to view the results. 

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'Activity Hours' vs. 'Client Total NDIS Allocated Hrs'

We recommend reviewing important information in the list results such as scanning the 'Activity Hours' vs. 'Client Total NDIS Allocated Hrs': 

This can be handy to identify if there are any Client participating in Activities without NDIS Support Items allocated that perhaps should have.

N.B. There is no total value listed under the 'Activity Hours' column in the Activity Clients Report as this would not reflect an accurate total figure in the case of Group Activites being included. In such a case, the same Activity Hours would be repeated and therefore a total value would not reflect a true total.


Status icons

The Status column displays various Activity icons and can also be handy to review at a glance as they provide information about the Activity such as Staff availability issues, or when Invoices have been created for one or more Clients. 

To view what the Status icon represents, hover over the icon for a few seconds and display text will appear e.g: 

The Status icons which may appear in this report based on the status of the Client added to the Activity are as follows: 

Activity Clients Report Status Icon Description
Invoices created
Absent
No Charge
NDIS Support Items allocated
No NDIS Support Items allocated

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Opening the list results

To navigate to any of the Activities in the list of results, select the target icon and link to the Activity:  

To return to the Activity List results from within the selected Activity, open the Actions menu and select 'Return to Activity List':

Alternatively, if you right-click on the target icon and link to the Activity, then select the option to 'Open Link In New Tab': 


This will open up the Activity in a new tab. 

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Printing and exporting this report

Print Activity Report

Once the report has been generated, there is the option to print this report by selecting the print icon on the top right-hand side of the window: 

Search Criteria as per what has been selected before the report was generated are displayed in the top section of the report, and the list results follow: 

N.B. Due to limited space, the list results in the print report are a condensed version.

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Download Activity Report

Once the report has been generated, there is the option to download a CSV export of this report by selecting the Actions menu on the top right-hand side of the window:

Once opened in a program like Microsoft Excel, the following columns are listed in the Activity Report export: 

  • Activity ID - the SupportAbility Activity record ID
  • From - the 'Activity From' Date and Time 
  • To - the 'Activity To' Date and Time 
  • Activity Hours - the total Activity duration in hours
  • Client NDIS Allocated Unit Supports Total - the total number of allocations which have a Unit of Measure of 'Each'
  • Client NDIS Allocated Hourly Supports Total - the total number of allocations which have a Unit of Measure of 'Hours'
  • Client NDIS Allocated Daily Supports Total - the total number of allocations which have a Unit of Measure of 'Days'
  • Client NDIS Allocated Weekly Supports Total - the total number of allocations which have a Unit of Measure of 'Weeks'
  • Client NDIS Allocated Monthly Supports Total - the total number of allocations which have a Unit of Measure of 'Months'
  • Client NDIS Allocated Annual Supports Total - the total number of allocations which have a Unit of Measure of 'Annual' e.g: 
    • Claim Type: Standard Service
    • Claim Type: Report Writing
    • Claim Type: Travel
    • Claim Type: Non-Face-To-Face
    • Claim Type: Cancelled
    • Activity Total NDIS Allocated Hours - the total of all Client NDIS Support Allocations with an 'Hours' Unit of Measure in the associated Activity e.g: 

  • Site - the Site the Activity is being facilitated at or managed from
  • Service - the Service the Activity is being facilitated by or managed by
  • Program - the Program added to this Activity where applicable
  • Journals - the title of each Client Journal added from this Activity, comma-separated
  • Location - the Location this Activity is occurring at as configured
  • Clients - all Clients participating in this Activity as configured, comma-separated
  • Staff - all Staff facilitating this Activity as configured, comma-separated
  • Status icon information - specific to the Client added to the Activity, listed as Yes/No based on the status of the Activity: 
    • NDIS Support Allocations
    • Invoices created
    • Absent
    • No Charge

Pivot tables and filters can be used in programs such as Excel to sort and filter this information as required for your organisation's reporting requirements. 

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