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 on-screen and is 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, including Cancellation Reasons.
This article steps through how to generate this report, search criteria, list results, and printing or exporting this report.
Audience: Authorised Representatives, Support Staff, Team Leaders
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
- Search criteria
- List results
- Printing or exporting this report
How to generate an Activity Clients Report
Select 'Reports' from the Dashboard:
Navigate to the Activity Reports subsection of the Activities section of the Reports menu and select 'Activity Clients Report':
Return to SummarySearch 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
- Tags
- Journal
- Support Log
- Absent
- No Charge
- Funding Type
- Support Items
- Claim Type
- Cancellation Reason
- Activity Sign Off Status
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':
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.
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.
Activity Date, Program and Tags
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.
The Tags search criteria can be used to locate Activities by any Tags which have been saved to the record, provided Activity Tags have been configured in System Preferences and applied to Activity record e.g. 'Support Coordination':
Journal, Program of Support, 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.
Program of Support allows you to search for Activity Client records by this setting:
It is recommended to use a combination of search criteria in this report when searching for Client participation as being part of a Program of Support for the best results e.g. Activities for the relevant Service/s after the 1st of July, 2020, using NDIS Funding:
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.
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.
When searching by Support Item, this returns results of Clients participating in Activities in which the Support Item/s selected have been allocated. The results returned are not adjusted with totals for the specific item/s selected.
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
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.
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.
'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 Clients participating in Activities without NDIS Support Items allocated that perhaps should have.
N.B. There are a couple of points to be mindful of when reviewing the data in the Activity Hours and Client NDIS Allocation Hrs columns.
Activity Hours
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 Activities being included. In such a case, the same Activity Hours would be repeated for each participating Client, and therefore a total value would not reflect a true total.
Client NDIS Allocated Hrs
When filtering the Activity Clients Report by specific Support Item/s, the results listed in the 'Client NDIS Allocated Hrs' column do not reflect the number of Allocated Hours for that Item specifically. Rather, it comprises the accumulated number of hours relating to any of the hourly Supports for that Client in that Activity.
For example, Client Tim Swanston has three Supports allocated in an Activity, two of which have a 'Unit of Measure' of hour:
When generating the Activity Clients Report and filtering by specific Support Items, e.g. 01_011_0107_1_1 the results for the 'Client NDIS Allocated Hrs' display the accumulated number of hours e.g. 2.5 hours not just the number of hours for that Support e.g. 0.5 hours:
Additional information is included in the export of this report where each Unit of Measure allocation is summarised. Please see below for more information regarding this.
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 for one or more Clients |
| |
Client marked as absent for this Activity |
| |
The Client has been recorded as 'No Charge' for this Activity |
| |
NDIS Funding listed as the Client's Funding Source for this Activity and 1 or more Support Items have been allocated. |
| |
NDIS Funding listed as the Client's Funding Source for this Activity but NDIS Support Items have not yet been allocated. |
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.
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.
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:
This export may be useful to generate and review before the Activity Sign-Off is performed.
This is a data-rich export containing the columns of information outlined below.
Activity ID, Client Name and Funding record details
- Activity ID - the SupportAbility Activity record ID
- Client Name
- Client Surname
- Funding
Activity Duration and Activity Sign-Off information
- From - the 'Activity From' Date and Time
- To - the 'Activity To' Date and Time
- Activity Hours - the total Activity duration in hours
- Activity Sign Off Date & Time - the date and time the 'Activity Sign Off' was performed, if the Activity Sign Off has been performed
- Activity Sign Off Completed By - the name of the Staff Member who completed the 'Activity Sign Off', if the Activity Sign Off has been performed
Allocations Unit of Measure
- Client NDIS Allocated Unit Supports Total - the total number of allocations that have a Unit of Measure of 'Each'
- Client NDIS Allocated Hourly Supports Total - the total number of allocations that have a Unit of Measure of 'Hours'
- Client NDIS Allocated Daily Supports Total - the total number of allocations that have a Unit of Measure of 'Days'
- Client NDIS Allocated Weekly Supports Total - the total number of allocations that 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 that have a Unit of Measure of 'Annual'
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. For example, you may wish to scan for any results indicating 0 allocations have been made across each of the different types of UOM e.g. Tim is linked to a 2-hour Activity with no NDIS Support Allocations.
Claim Types and Short Notice Cancellation
- Claim Type: Standard Service
- Claim Type: Report Writing
- Claim Type: Travel
- Claim Type: Non-Face-To-Face
- Claim Type: Short Notice Cancellation
- Short Notice Cancellation Reason
- Activity Total NDIS Allocated Hours - the total of all Client NDIS Support Allocations with an 'Hours' Unit of Measure in the associated Activity
Activity: Site, Service, Journals, Participating Clients, & Rostered Staff
- Site - the Site the Activity is being facilitated at or managed from
- Service - the Service the Activity is being facilitated by or managed by
- Activity - Activity name
- 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
Status icon information specific to each Client participating in the Activity is listed as Yes/No in the export:
- NDIS Support Allocations
- Invoices created
- Absent
- No Charge
Activity Tags, and Program of Support information
- Tags - any Activity Tags which have been saved in the Activity record
- Program of Support - if the Client is participating in a Program of Support
Invoice Data
Additional data has been included in this export to assist providers to manage Direct Client Funding invoicing.
N.B. Total Invoiceable Value = the total value that can be invoiced for that client’s participation in that Activity (for all Funding Types and Debtors).
- Total Invoiceable Value Ex GST
- Total Invoiceable Value GST
- Total Invoiceable Value Inc GST
- Total Invoiced Ex GST
- Total Invoiced GST
- Total Invoiced Inc. GST
- Invoice Numbers
Client Conflicts
If a Client has an Activity scheduled at the same time or with overlapping times of another Activity, a 'Client Conflict' Notification will display for that Client in both Activities, assuming 'Client Conflict Detection' is activated for the related Service/s. However, the Notification will not display in Activities that have been signed off.
The 'Client Conflicts' information in this export displays as follows:
- 'Yes' - indicates one or more Conflicts exist with this Activity for this Client
- 'No' - indicates there are no Conflicts with this Activity for this Client
- 'Blank' - indicates that the Activity Sign Off has been performed and hence the previous Client Conflict status (Yes or No) is now deemed irrelevant, and the field is left blank.
Activity Costs
Information relating to Activity Costs for individual Clients as entered in the Client Section of the Activity includes the following columns of information in the export:
- Activity Costs Ex GST - the Activity Cost as entered in the Activity for the individual Client less GST
- Activity Costs GST - the GST amount automatically calculated based on the Activity Cost
- Activity Costs Inc GST - the Activity Cost relating to the individual Client inclusive of GST
- Activity Costs Funded By - how the Activity Cost is being funded. Options include 'Client Paid Using Own Money' or 'Billable'
N.B. If GST is not being added to Activity Costs for an individual Activity as per the configuration i.e. 'Add GST to all activity costs when invoicing' setting is not selected, then 'Activity Cost GST' will appear as 0 and the 'Activity Costs Ex GST' and 'Activity Costs Inc GST' amounts will be the same:
Additional columns
- Client ID - the SupportAbility unique identifier for individual Client records
- Non-Replicating Staff Notes - Notes as entered in this field in the 'Activity Details' section of the Activity
- Replicating Staff Notes - Notes as entered in this field in the 'Activity Details' section of the Activity
- Replicating Client Notes - Notes as entered in this field in the 'Activity Details' section of the Activity