2.1 Sign In Screen

When you navigate to your provider's CodexPro portal URL, you will see the Sign In screen. This is branded with your organisation's logo and name, alongside the NDIS Registered Provider badge.

Screenshot – Login Page (Sign In)

2.2 Two-Step Verification (OTP)

CodexPro uses two-step verification to protect your account. After entering your credentials, you are taken to the Verify Your Identity screen.

Screenshot – OTP / Verify Your Identity Screen

3.1 Summary Widgets

The top-right panel displays four key metric widgets, each providing a real-time count of important items:

3.2 This Week's Shifts

Below the summary widgets is the This Week's Shifts panel, which provides a quick view of all participant shifts scheduled for the current week, helping coordinators track upcoming support delivery at a glance.

3.3 Tasks "To Do" List

The main centre area of the Dashboard is the Tasks "To Do" List. This feature allows administrators and staff to create, assign, and track daily operational tasks to ensure nothing falls through the cracks.

Screenshot – Tasks "To Do" List

Filtering Tasks

Use the Select By dropdown to filter tasks by status — Completed or Pending.

Adding a New Task

Screenshot – Add New "To Do" Task Modal

Editing or Updating a Task

Each task in the list has an Edit/Update button. Clicking this opens the task for editing, allowing you to update the description, notes, or delegation.

Adding Comments to a Task

Screenshot – Add Comments Modal

To communicate on a specific task, click the task to open the Add Comments modal:

Marking a Task as Completed

Screenshot – Mark Task as Completed Confirmation

When a task is finished, click the ✓ Done button on the task row. A confirmation dialog will appear:

3.4 Navigation Sidebar

The left sidebar provides access to all modules. It displays your user avatar (initials), your full name, and your account type (e.g. Super Admin). The navigation is grouped into sections: Main Menu (Dashboard, Admin, Staff), Participants, and Finance.

Screenshot – Navigation Sidebar

Click on any menu item with a › arrow to expand its sub-menu. Click the hamburger icon (☰) at the top to collapse or expand the full sidebar.

4.1 Admin Staff List

Screenshot – Super Admin Staff List

Status Summary Badges

At the top of any staff list, four summary badges show the count of staff by their document/account status:

List Actions

4.2 Add / Edit Super Admin & Admin Form

Screenshot – Add / Edit Admin Staff Form

This form is used to add a new or edit an existing Super Admin or Admin staff member. The same form is used for both operations — when editing, all existing details are pre-populated. All fields marked with an asterisk (*) are mandatory.

Account Information

Personal Information

Address

Login Credentials

Employment Details

Emergency Contact

Enter the staff member's emergency contact details including Contact Name, Relationship (e.g. Spouse, Parent), Mobile Number, and Email.

Saving the Form

Once all required fields are completed, click ✔ Save Staff Member at the bottom right. To discard changes, click ✕ Cancel.

4.3 Staff Compliance & Competency Documents

Click the Docs (folder) icon on any staff row to open their personal compliance document management panel. This is where you upload, track, and manage required compliance documents for each staff member.

Screenshot – Staff Compliance & Competency Documents

Document Status Badges

Table Columns

To add a new document, click ⬆ Upload Document and complete the upload form with the document file and relevant details.

4.4 Manage Participant Access

The Participants access icon (👥) on each staff row opens the Manage Participants Access screen. This controls which participants a staff member can view and interact with in the system.

Screenshot – Manage Participants Access

4.5 Manage Staff Access

The Staff access icon (👥) opens the Manage Staff Access screen. This controls which other staff members a given user can view and interact with.

Screenshot – Manage Staff Access

Enable the Show Active Staff Only toggle to filter out inactive staff from the list. Toggle access for each staff member individually, then click 💾 Save Access.

5.1 Classification

Manage service classification types used across the platform to categorise shifts and support services.

Screenshot – Classification

• Click + Add Classification to add a new row inline directly in the table. Type the classification name in the input field that appears, then click the green tick (✔) to confirm and save, or the orange ✕ to cancel.
• Toggle the Active switch to enable or disable a classification without deleting it.
• The Added By column shows who created the record and the Added Date shows when.
• Click the red bin icon to permanently delete a classification. Classifications in use cannot be deleted.

5.2 Payroll Group

Manage payroll groups and codes used for staff payroll categorisation. Payroll groups are assigned to staff members in their Employment Details.

Screenshot – Payroll Group

• Click + Add Payroll Group to add a new inline row. Enter the Name and Code directly in the input fields, then click the green tick (✔) to save or orange ✕ to cancel.
• The Code column displays the payroll system code associated with each group (e.g. used for payroll software integration).
• Toggle Active to enable or disable a payroll group without deleting it.
• Click the red bin icon to permanently delete a payroll group.

5.3 Pay Group Category

Manage pay group categories for support workers. These categories provide further breakdown within payroll groups.

Screenshot – Pay Group Category

• Click + Add Category to add a new row inline directly in the table. Type the category name in the input field, then click the green tick (✔) to save or the orange ✕ to cancel.
• Toggle Active to enable or disable a category without deleting it.
• Click the red bin icon to permanently delete a category.

5.4 Compliance & Competency Document Types

This section defines the types of compliance documents required from staff. The document types created here appear as options when uploading staff compliance documents.

Screenshot – Compliance & Competency Documents (Global Settings)

• Click + Add Document Type to add a new row inline. Type the document type name (e.g. "Working with Children Check", "First Aid Certificate") in the input field, then click the green tick (✔) to save or the orange ✕ to cancel.
• Toggle Active to control whether this document type appears as an option when uploading staff compliance documents.
• Click the red bin icon to permanently delete a document type.

5.5 Support Item Numbers

This section manages the NDIS Support Item Price Catalogue. The catalogue drives the billable items available when creating invoices and assigning support items to shifts.

Screenshot – Support Item Numbers

Uploading the NDIS Price Catalogue

Browsing Support Items

5.6 Client Plan Doc Headings

Manage the document headings available when creating client plan documents. These headings structure the participant's care plan documentation.

Screenshot – Client Plan Doc Headings

• Click + Add Heading to add a new row inline. Type the heading name (e.g. "Goals", "Medical History", "Support Needs") in the input field, then click the green tick (✔) to save or the orange ✕ to cancel.
• These headings appear as section options when uploading documents to a participant's profile under the Documents tab.
• Click the red bin icon to permanently delete a heading.

5.7 Service Agreements (Participant Documents)

Manage service agreement templates that can be assigned to participants. These templates form the basis of the formal service agreement between your organisation and NDIS participants.

Screenshot – Service Agreements List

• Click + Add Agreement to open the Service Agreement Template editor.
• Use the Edit (pencil) icon to update an existing template.
• Click the Delete (bin) icon to permanently remove a template.
• Agreements created here are available to assign to participants via their Service Agreement tab.

Adding a Service Agreement Template

Screenshot – Add Service Agreement Template

The template editor has two sections:

Field Placeholders

On the right-hand panel is a list of dynamic field placeholders. Click any placeholder to copy it, then paste it into the agreement body. When the agreement is generated for a participant, these placeholders are automatically replaced with real data:

5.8 Public Holidays

Manage public holidays by year and Australian state. Public holidays are used in shift scheduling and payroll calculations to apply correct penalty rates.

Screenshot – Public Holidays List

Add Public Holiday Form

Screenshot – Add Public Holiday Form

Click 💾 Save Holiday to save, or ✕ Cancel to discard.

6.1 Setting Permissions for a Staff Member

6.2 Clone Access From Another Staff Member

To quickly replicate permissions from an existing staff member, use the Clone Access From dropdown. Select the staff member whose permissions you wish to copy, then click Save Access.

6.3 Available Permission Groups

12.1 Staff Type List (Example: Support Worker)

Each staff type list follows the same layout as the Admin user list. The example below shows the Support Worker Staff list.

Screenshot – Support Worker Staff List

The list shows Full Name, Email, Username, Mobile No, Created Date, Active status, and action buttons: Edit, Docs (compliance documents), Delete, Participants Access, and Staff Access — the same as the Admin staff list.

12.2 Add / Edit Support Staff Form

The Add/Edit form for support staff contains all the same fields as the Admin form, plus additional employment fields specific to support workers.

Screenshot – Add New Support Worker Staff Form

Additional Employment Fields (Support Staff Only)

12.3 Staff Compliance Documents, Participant Access & Staff Access

The Docs, Participants Access, and Staff Access icons on each staff row work exactly the same way as described for Admin users in Sections 4.3, 4.4, and 4.5. Refer to those sections for detailed instructions.

14.1 Add New Intake Form

Screenshot – Intake Form (Full Digital Form)