We are just as excited as you are to get started! Here are some steps you can take right now to ensure your account is set up to work best for you and your team.
- Login to your account
- Review your Agency Profile
- Review your Service Provider Profile
- Review Director and Plan Manager User Profiles
- Review Providers
- Review your Participants
- Add new Participants
- Create Service Bookings
- Create and submit a Claim
- Create a Batch Payment and send remittance advice
Logging into the Planability software
- Lookout for an email with your Planability login credentials. The subject line will include "Welcome to Planability". Use the link in the email to login, entering your Username and then following the steps to create your Password.
- If you are unable to locate your email, please check your spam folder, or if you have forgotten your password, please click the 'Forgot Password?' link at the login screen. A reset password email will automatically be sent to you with the subject line: "Password Reset".
- If you need assistance, please contact Customer Support.
Review your Agency Profile
Please take a moment to review your Agency Profile.
If required, your Contact details, and Payment Details can be updated via the Edit menu at the top right of the screen.
The Payment details should be of the bank account that the NDIS pays into and should match your bank details recorded in PRODA. This is the bank account from which Batch file payments are made.
Review your Service Provider Profile
Navigate to Providers / Active Providers and use the search fields to find your Agency name (Provider).
Click on the Provider Name to review the contact and bank details.
This Service Provider profile is used to claim your Monthly Plan Management Fee (automated) and your set-up fee (automated). The Bank details may be the same as those in your Agency Profile (see above), but if you wish to transfer your Plan Management fees to a different account, please ensure you have supplied the correct bank details.
Review Director and Plan Manager User Profiles
Navigate to Users / Agency Users. Or if you wish to view Plan Manager users only, select Plan Managers on the Dashboard on left menu.
Use the filter to search by Role (Director / Plan Manager), then click on the Name to review the user profiles and settings for each of your Directors and Plan Managers.
If you wish to view Plan Manager users only, select Plan Managers on the Dashboard on left menu.
This is a good time to familiarise yourself with the different User Roles and Permissions. Plan Managers can have elevated permissions within the software which can be enabled as required.
Review your Providers
If you submitted your Service Providers by .csv file to be uploaded to your account, you will find them in Providers / Active Providers.
You can review them in the listing or export the listing as a .csv file.
You can edit Provider details or create new Providers at any time.
Note: any changes made to the payment details of a Provider (bank account / bsb) will require an OTP verification step. Director users will also receive an email alerting them to the update.
Review Participants
If you have provided your Participant details to us for upload to Planability you will find them under Participants > Active Participants.
Review all your active Participants and their opt-in settings:
| Opt-in Setting | Yes | No |
| Email Notification | Can receive emails from Planability | will not be sent emails from Planability |
|
Claim Approver |
The Participant can approve their own claims and can be selected on an ad-hoc basis from a drop-down list of approvers when creating a claim | The Participant is not an approver for their own claims. |
| All Claims Require Approval |
ALL invoices need to be approved prior to submitting to NDIS. This will force an approver to be selected for each claim. If there is only ONE approver for a participant they will be selected by default. |
Not all invoices require approval, but approval can be sought when required |
| Auto Invoicing |
Set Up Costs and Monthly Plan Management fees are claimed automatically. |
Not automated. |
| Receive Plan Report | The monthly Plan Report / Statement will be sent to the email address recorded in their profile (Email notification must be set to Yes) | No Plan Report / Statement to be sent to the Participant. |
| Send Plan Report by Post | A searchable field to identify those Participants who have requested a hard copy of their Monthly Plan Report (Statement) | Postage not required |
| Grant Portal Access | A Participant User profile will be enabled, creating a Username. (the Welcome Email is not sent automatically to Participants). Participants can login to Planability via web or app access to view their NDIS Budget and claims. | No Planability software access given. |
Check their associated Contacts, Carers and Support Coordinators and their permissions for the particpants.
TIP: Generate a Participant Records report to review opt-in settings for the Participant and their contacts. Navigate to Reports > Participant Records
Add Participants
If you have opted to migrate your participants to Planability manually, you can add Participants at any time. You will need their Name, NDIS no., and Date of Birth to start.
Create Service Bookings
If your existing Participants have been imported to your account, their Plans and existing Service Bookings will be found. You can view these by selecting Service Bookings from the main dashboard and filter by Participant, or select a Participant then view Service Bookings for that Plan.
Whenever any new Participants are added who are on a non-PACE Plan, you will need to create a Service Booking for the Setup Fees and Monthly Fees. You can then Create Service Bookings for the Plan Managed portion of their Plan.
Create and submit a Claim
Claims can be entered for a Service Provider or for Participant Reimbursement and can be created by uploading an invoice to the Bulk Import dashboard; entered manually by data entry, scanned, or cloned.
Read Create Claims - Overview for more information.
Note that when creating a claim, you can select an Approver if required. When submitted for approval, the designated approver will be sent an automated email to action the Approval or Rejection.
Create a Batch Payment and send remittance advice
Users with Director access can create Batch Payments.
(This feature is available to Plan Managers with Payments enabled as an elevated Permission.)
For more details read Payments
Generate a Batch Payment from the main menu, you must be viewing your account at Agency Level (no Participant selected).