The Lumary DC 2.9 release includes improvements for NDIS funding periods, service agreement items, observations, notional rates and programs of support.
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Version 2.9
Available: 21 October 2025
This release includes improvements for NDIS funding periods, service agreement items, observations, notional rates and programs of support.
NDIS Funding Periods:
Service agreement items:
Observations:
Notional rates:
Programs of Support:
New Lumary Academy content has been published since our last release.
The release also includes several bug fixes and other changes.
We’ve also included updates to permission sets.
NDIS Funding Periods
Improvements for tracking NDIS Funding Periods
A range of improvements have been made to help providers track Funding Periods for NDIS PACE Service Agreements.
- When creating NDIS PACE agreements, you can record the client’s NDIS Plan Start Date if this differs from your agreement’s Start Date.
- When creating categories in NDIS PACE agreements, you can specify the appropriate Funding Period Length of 1, 3, 6 or 12 months, according to the client’s NDIS plan.
- Funding Period records will be automatically created or updated when categories are added or changed, and Funding Period amounts will be calculated automatically based on category and line item allocations.
- Funding Periods are also regenerated if Service Agreement dates are amended, ensuring budgets remain up to date.
- Providers can now view detailed Funding Period tracking data directly from agreements and categories, including committed, delivered, and unspent funding, with indicators for over-committed or over-delivered periods.
- Additional enhancements include batch processing for overnight updates to Funding Period amounts, and the ability to initiate the update of totals from Service Agreements.
- Two new report types are now available to help you analyse service agreements and their related funding periods. You can create custom reports using the report types below, making it easier to access and organise funding period data for your reporting needs.
- Clients with Funding Periods
- Service Agreements with Funding Periods
These changes make it easier for providers to manage, track, and report on funding allocations throughout the life of an agreement. Check out our article about managing Funding Periods on a service agreement.
You can update your Service Agreement templates to include Funding Period information, we have provided the following to guide you: this Word Document Template of an appendix example, along with the below Formstack Mapping queries to support the template addition.
New Formstack Mapping for Funding Periods (FP)
SELECT Id, Name, enrtcr__Start_Date__c, enrtcr__End_Date__c, enrtcr__Related_Service_Agreement_Cat_Item__c, enrtcr__Period_Funding__c FROM enrtcr__Funding_Period__c WHERE enrtcr__Related_Service_Agreement_Cat_Item__r.enrtcr__Support_Contract__c = ':Id' ORDER BY enrtcr__Start_Date__c ASC
Updated Formstack Mapping for Agreement Categories (SAIC)
SELECT Id, Name, enrtcr__Support_Category__r.Name, enrtcr__Restrict_delivery_to_Service_Line_Item__c, enrtcr__Funding_Period_Length__c, enrtcr__Support_Category_Amount__c, enrtcr__Funding_Management__c, enrtcr__Participant_Nominee__r.Name, enrtcr__Funding_Manager__r.Name FROM enrtcr__Support_Contract_Item__c where enrtcr__Support_Contract__c = ':Id' AND RecordType.Name ='Category'
If you have a custom Lightning Record Page for NDIS Service Agreements in your environment, reach out to our Customer Success team to request the new Funding Periods button is added.
If you need assistance updating your Formstack Service Agreement Template, reach out to our Customer Success team to request support.
Service Agreement Items
New monthly date frequency option
A new Frequency Unit option, Months (on a specific day), is now available for Service Agreement Item (SAI) recurrences, allowing providers to specify a particular day of the month for recurring services.
The SAI modals have been updated to support this option, including validation to ensure only days 1–28 can be selected, as not all months have days 29-31.
The Calculate Quantity and auto-generate SD features have been enhanced to accurately calculate and generate service delivered records based on this monthly pattern, taking into account holiday impacts and other frequency settings.
This update helps ensure service claims align with monthly funding periods when required, and reduces the risk of claim rejections.
In the following example, an SD with a Quantity of 1.00 will be automatically generated on the 7th of every month within the item's date range:
Other improvements:
- When creating or editing service agreement items, a validation error will appear if the Delivery Ratio is for more workers than clients. This has been added to ensure correct billing and apportionment.
- The Calculate Quantity button has been disabled on the Service Agreement Items (SAI) View modal, ensuring users cannot calculate and save quantities, regardless of the Service Agreement status. This change prevents unintended modifications and maintains data integrity across all agreement statuses.
Observations
View more than 10 recent observations
Users can now view more than 10 recent observations in a client’s observation schedule on both desktop and mobile. The maximum number of visible observations can be configured using the new Last Observations List Max setting in DC Settings. This update provides staff with greater visibility into client information, enhancing accuracy and flexibility in care.
To change the maximum from the default of 10:
Navigate to Setup
Search and select Custom Settings
From the list of Custom Settings click Manage next to DC Settings
Click Edit at the top of the page
Locate the Last Observations List Max field and update the value to the desired maximum number of records to display
Click Save.
Other improvements:
- We’ve resolved alignment issues in the Last Observations lists for IDC/SPC Change Chart and IDC/SPC Bag Change Chart schedule types. Observation records now display in their own row with properly aligned columns, making it easier to review a client’s recent observations, even when multiple records are present. This improvement applies to both desktop and mobile views..
Notional rates
Include notional rates in financial extracts
We've introduced a new opt-in feature to handle notional rates consistently in both NDIS and financial extracts. This feature improves accuracy for providers using financial extracts and aligns the behaviour with NDIS extracts.
With this option enabled, extracts generated after enablement will follow the new settings:
when a notional rate is used, the unit price is set to $1 and the quantity is increased to the total Service Delivered value accordingly, ensuring compliance with NDIS guidelines and preventing claim rejections by plan managers.
users will now see the notional rate set on the Extract Item for NDIS and Financial Extracts, previously this was implemented at the point of file generation for the NDIS Extract.
to indicate to which Extract Item records have been processed using the new feature and whether the rate is notional, we’ve introduced a new checkbox field for NDIS Notional Unit Price on Extract Item to easily identify these records.
If you would like this feature enabled, reach out to our Customer Success team to Enable Notional Unit Price On Extract.
Programs of Support
Mark group attendance
A new mark group attendance button is now available for group sessions, allowing schedulers on desktop and workers on mobile to easily record which clients attended during a session. Clients marked as not attending will display a status of Complete with attendance set to no, this will not trigger the cancellation billing. This update will streamline the attendance tracking for group appointments and ensures accurate records without affecting billing or requiring manual cancellations.
View client attendance
The new Attendance field is now visible in the Attendance list on the Group Programs tab of the client record. This allows users to easily see whether attendance for each group session is marked as Not recorded, Yes, or No, providing clearer insight into client participation.
Lumary Academy updates
The following new and updated courses have been published to our Lumary Academy:
| Released on | New or Updated | Course | What's the update | Learning plans with this course |
|---|---|---|---|---|
| 14 Oct 2025 | New | Review, Adjust & Approve Worker Appointments |
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| 10 Oct 2025 | Updated | Mobile app for support workers |
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| 10 Oct 2025 | Updated | Mobile experience to deliver services |
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Bug fixes and other changes
The following bug fixes and changes are also included in this release.
General
Agreed Service Goal fix - Users can now successfully use the drop-down options to update status, change priority, or delete an Agreed Service Goal for a Goal Attainment Plan without encountering errors. This fix improves the reliability of goal management in client profiles.
Shift Note fixes for desktop and mobile users:
- Client names in the Shift Note creation flow are no longer hyperlinked, preventing users from accidentally navigating away and losing progress.
- Users must now either select an Observation Schedule or tick “No more observations to capture” when creating a Shift Note, preventing the previous error loop.
- The Shift Note flow has been updated so that only clients with Observation Schedules, Agreed Service Goals, or Restrictive Practices are shown when adding observations, goal outcomes or restrictive practice usage. This prevents users from getting stuck in a loop or being unable to complete a Shift Note, ensuring a smoother user experience.
Core
Service Delivery Entry fixes:
- You can now edit Service Delivery (SD) records linked to Service Agreements (SA) in Rollover status directly from the Service Delivery Entry (SDE) screen. This enhancement allows providers to make necessary adjustments without waiting for the SA to expire, improving workflow efficiency.
- The on-screen calculations for travel time rates have been updated to account for NDIS 50% therapy travel rates. When entering travel time via SDE the system now considers the Travel Labour Rate Percentage in the visual calculation.
- We’ve fixed an issue where users couldn’t save SD edits in the Service Delivery Entry screen if the Total Distance Transporting Client (KM) or Total Distance Transporting Client (Minutes) fields contained more than four digits.
Award Interpretation
Award interpretation fixes:
- The user setup console now features clearer help text and improved guidance for entering contracted hours. The assignment type selections have been updated to hourly and salary, and the user can now select pay code for salary assignment rates.
- The Sync Assignments process has been updated to ensure that only valid pay rates are used when updating the Base Rate on Worker Assignments. This change will prevent downstream impacts of empty rates when running rostering rule engines.
- Validation rules for worker appointments and session activities have been updated to allow changes to scheduled, actual, and finalised dates only when records are marked for reprocessing. This prevents accidental edits to processed records while still supporting necessary updates during reprocessing. Users will now see errors if they attempt to change restricted fields on processed records unless the record is specifically marked for reprocessing.
Workforce Management
Calendar fix - The right-click menu on the unassigned row of the Scheduling calendar now displays all options available to the user, regardless of whether filters are applied or not.
Group fix - The change ensures that each Group Member can only be added a group once. A clear validation message is displayed if there is an attempt tl add a duplicate. The group members start and end dates are tracked so that if a client’s membership has expired, then they can be added again. However, there can only be one pending (with a future start date) or active membership per client. This ensures the number of available places calculation is accurate.
Leave fixes:
- Leave hours are now calculated correctly when a leave request partially overlaps with a sleepover or an unpaid break in a shift. If a session activity, such as a sleepover or break, overlaps with overtime, that time is no longer deducted from the total leave duration.
- The rostered hours calculation in the Scheduling Calendar now correctly excludes pending leave hours, ensuring that only approved leave is considered when displaying worker availability and rostered time.
- Previously, workers were incorrectly shown as unavailable for overnight sessions when availability template entries ended at 11:59 PM and resumed at 12:00 AM, causing false unavailability conflict errors. This has now been resolved, so overnight sessions will no longer encounter these errors and can be rostered as expected.
- Negative leave hours will no longer be displayed when unpaid session activities exceed paid hours. Leave summaries and leave in the roster period and live schedule calendars now accurately reflect zero hours in these scenarios, preventing confusion and ensuring correct leave calculations.
Mobile fixes:
- When editing an Availability record in the mobile app, the Cancel and Close buttons now work as expected, allowing support workers to exit the edit screen without saving changes. This makes it easier to discard edits and return to the previous screen.
- The mobile app now takes into account the user's timezone when displaying the upcoming session times. They were previously affected by the 1-hr discrepancy due to Daylight saving time.
- When viewing the calendar in My Upcoming Sessions on the mobile app, the first day now displays as Monday to Sunday. This aligns with feedback, Salesforce and ICU formatting.
- The Appointment Start Threshold setting now correctly prevents workers from starting sessions scheduled for future dates outside the allowed threshold, ensuring sessions can only be started within the specified number of hours before the scheduled start time. The threshold can now be set with up to two decimal places for greater precision (e.g. 0.25 for 15 minutes), and the help text has been updated for clarity.
Rostering and scheduling fixes:
- The calculation and display of total rostered hours in the Base Roster have been corrected to ensure consistency across all calendar views. Users will now see the same total rostered hours for a worker, regardless of whether the week they are viewing e.g. Week 1 or Week 2.
- Roster hours now correctly include payable cancellations when linked to a shift. If a session is cancelled and not redeployed, the payable hours for that session are included in the rostered hours, ensuring the accurate calculation of contracted versus worked hours.
- When creating or editing a shift in the New Session Wizard, conflicts between shifts and sessions for the same worker now display a warning instead of blocking progress. Users can proceed to save and link overlapping shifts and sessions, allowing for greater flexibility in scheduling while still being alerted to potential conflicts.
- Sessions and shifts created from the live schedule are now automatically set to Rostered status, even if they are created for a past date or earlier time today. This ensures that all related appointments and activities are also marked as rostered.
- Users are prevented from creating duplicate Roster Periods with the same dates on a Base Roster if there is an existing base roster for those dates. This update helps prevent scheduling conflicts and ensures roster data remains accurate.
- Custom fields added to the Custom Edit Fields field set in the Session Wizard are now correctly saved and displayed on the Session record. This ensures that any values selected during session creation or editing are retained and visible, providing a more reliable experience when managing custom session information.
- We have fixed an issue where the Select Clients field could appear empty when creating group sessions, preventing users from adding clients to planned services. The client selection now reliably displays all eligible participants based on their Funding Management settings, ensuring group sessions can be scheduled as expected in both the Client Calendar and Sessions Calendar.
- When modifying a worker for a session, the picklist options in the worker search field now display outside the modal instead of being cut off. This improvement ensures all available options are visible.
- Activity based transport services can no longer be selected as planned services in the live schedule, base roster, or roster period. This change prevents double-charging by ensuring these services are excluded from all scheduling options.
- When creating a new session in the base roster, the start and end days now display the week and day name instead of just numbers. This update makes it easier to identify the correct days when scheduling sessions and ensures consistency with other sessions.
- Paid breaks now display correctly as Paid in the Modify Workers modal, ensuring that both paid and unpaid breaks are accurately labelled. This update helps users clearly distinguish between different break types when managing session activities.
Scheduling Dashboard fix - We’ve added the required permissions for a roster planner to be able to successfully access the Breaks & Sleepovers tab in the Scheduling Dashboard.
Shift Offer fixes:
- We have resolved an issue where attempting to send an offer for an unassigned session using a matching rule engine with the Availability Matching rule would display an error and fail to show suitable workers. Now, the list of suitable workers is displayed correctly, ensuring a smoother experience when managing unassigned sessions.
- Worker details, including employment type and base rate, now consistently display for all workers in the rule engine screen when sending shift offers. This ensures users have complete and accurate information for each worker, improving confidence in the matching and offer process.
- We have resolved an issue where offering a session at an other address location or a site location with no address could cause the matching engine to exceed system limits in organisations with a large number of workers. The matching process now efficiently considers only relevant workers, ensuring offers can be sent without errors and improving performance for scheduling sessions without a site.
Worker Time Approval improvement - the "Use Scheduled Time For Timesheet" custom setting in Lumary Settings has been deprecated to prevent accidental changes and ensure consistent behaviour. This setting is now clearly marked as deprecated and moved to the deprecated folder. Users will continue to see Finalised Times populated with Scheduled Times, regardless of the setting’s status.
Permissions
WFM Permissions
| Lumary WFM Permission Set | Object | Field | Permissions |
|---|---|---|---|
| Lumary Scheduling | Client Appointment | Attendance | Read, Edit |
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