How-to
Sending Every Client Roster From One Place: A Small-Team Walkthrough
How a small NDIS provider can review and send every client's roster for the week in one sitting, with one shared note for public holidays or changes.
Kim MatthewsFounder and disability support provider
If you are opening each client file one at a time to send this week's roster, you are doing more clicking than the job needs. Sparks Provider has a single screen that lists every client with shifts in the period you choose, so you can review the whole batch once and send it in one pass.
Where this lives
From Home, choose Send rosters. Pick the roster period you want to send, and everyone with shifts in that period is listed automatically. You do not need to remember who had changes this week. The screen does that sorting for you.
Three groups, one screen
The list splits clients into three groups: Ready to send, Needs you, and No shifts. Ready to send means recipients are already set and nothing is blocking the email. Needs you means you have to tap that client and choose or add who should receive it, usually a participant, a guardian, or both. No shifts means exactly that, and those clients are quietly skipped. They are not emailed, so you do not have to manually exclude them.
Working through Needs you first tends to be the fastest order, because once that group is cleared, the rest of the screen is just a final check before sending.
Adding one note for a shared change
Public holidays are the obvious case. If a Monday shift is shifting to a different day for everyone, or a service is pausing for one week, you can add an optional email note that applies to every roster in this batch, instead of writing the same sentence into ten separate emails. Each client still receives their own roster with their own shifts. The note just rides along on top.
Checking before you send
Email preview shows you the default version of the email and the version with your shared note side by side, so you can see the wording before it goes out. It is worth remembering this preview shows one example only. Every client still gets their own separately addressed email with their own PDF attached, not a copy of the one you are looking at.
Once you are satisfied, confirm that you have checked the recipients, then choose Send rosters. The completion message tells you how many were sent and flags any failures, so you are not left guessing whether something bounced.
A fictional, anonymous example
Picture a small, fictional support service we will call Team Bellbird. It is not a real business. Team Bellbird runs rosters for fourteen clients across three support workers. Before batch sending, the admin opened each client file on a Friday afternoon, checked who the shifts belonged to, and wrote the same "long weekend, Monday shifts moved to Tuesday" line over and over. Using Send rosters, the same Friday task becomes one pass through the Needs you clients to confirm recipients, one shared note typed once, a quick look at the preview, and a single Send rosters action covering all fourteen. The admin still gets a completion count, so nothing is sent on faith.
Where this fits with SMS and email reminders
Client email reminders are included at no extra charge. If a business has also set up optional client SMS reminders in the browser, those use separately purchased SMS credits and a participant can opt out of texts at any time. The send-only number cannot receive replies. Batch sending rosters is a separate action to reminders, so you are not choosing between the two.
Related reading
- How to Send a Client Roster Without Another Round of Admin
- How to Plan a Calmer Move to a New Provider System: A Phased Checklist
- From Solo Operator to Small Team: The Admin Worth Setting Up First
Common questions
The details people ask next.
Does every client receive the exact same email?
No. Each client gets their own separately addressed email and their own roster PDF. The shared note you add appears across the batch, but recipients and shift content are specific to each client.
What happens to clients with no shifts this period?
They are listed under No shifts and are not emailed. You do not need to remove them manually.
Can I send a different message to just one client?
The shared note in this screen applies to the whole batch. For a message specific to one client, send that client's roster separately outside the batch send.
Will this also send SMS reminders?
No. SMS reminders are a separate, optional feature in the browser that use separately purchased SMS credits. Sending rosters here is an email action.
What if some emails fail to send?
The completion message after you send shows the number sent and flags any failures, so you can follow up on those specific clients.
This article is general information about provider operations and Sparks Provider. It is not legal, financial, employment, NDIS or compliance advice. Check current requirements with the relevant authority or an adviser for your business.