Trident Care

Welcome back…

What needs you
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New Announcements (7d)
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Acknowledgements Due
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Training Complete
Policies & Procedures
The rulebook
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Training
Modules & refreshers
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Response Packs
When this happens, do this
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Announcements
Latest from leadership
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Recent Announcements
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Document Library

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Announcements

Internal communications and policy updates

Training

Modules, refreshers, and competency tracking

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Staff Directory

Who's who at Trident Care

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User Management

Add, edit and manage staff portal access

How this works: Inviting a user sends them an email with a link to set their own password. Deactivating revokes access immediately but preserves the audit trail. Role changes take effect on the user's next page load.
Roles & permissions reference — what each tier can do
What they can do Staff Coordinator Admin Developer
Read documents, news, resources ✓✓✓✓
Acknowledge policies / procedures ✓✓✓✓
Mark training complete ✓✓✓✓
Submit FAQ questions ✓✓✓✓
Use portal-wide search ✓✓✓✓
Content authoring
Upload documents / new versions —✓✓✓
Post announcements —✓✓✓
Add training modules —✓✓✓
Add news / resources —✓✓✓
Write & publish FAQ articles —✓✓✓
People management
View User Management list —✓✓✓
Invite new staff —✓✓✓
Invite coordinators / admins ——✓✓
Invite developers ———✓
Resend invite (staff) —✓✓✓
Change roles, deactivate users ——✓✓
Reset password / 2FA for others ——✓✓
Permanently delete users ———✓
Compliance & audit
Read the Audit Log —✓✓✓
Run NDIS audit reports ——✓✓
Record access reviews —✓✓✓
Trigger reminder emails ——✓✓
Permanently delete documents——✓✓

Higher tiers always inherit the powers of lower tiers. Permanent deletes are restricted to the developer role on purpose — they're irreversible and would erase NDIS-relevant compliance history.

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Templates & Libraries
Reusable bodies, libraries and structures used when sending contracts, attaching position descriptions, issuing warnings, or building reviews.

Sector News

NDIS, disability sector and wellbeing news — curated

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Get the app

Put Trident Care on your phone's home screen and turn on notifications

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Assistant

Ask anything about the portal, our policies, or how to do something

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Surveys

Quick surveys to gauge how things are going — some are anonymous

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Participant tools

Forms, trackers and plans for the participants you support

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Resources

Quick links to NDIS references, sector orgs, and wellbeing supports

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Inbox

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All Contracts Acknowledgements Training Admin Sign-off
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Messages

Private messages between you and management

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Team Actions

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All Overdue
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Management Roster

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Checks & Audits

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Status Board

Live operational overview — refreshes every minute.

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Audit Pack

Everything for the Stage 2 onsite audit in one place — live readiness, the fix list, and the auditor's access.

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Response Centre

Log an incident, assign the right forms, and keep the Staff Incident Register.

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Vehicles & Assets

Fleet and equipment register with the what-lapses-next radar — rego, CTP, insurance, servicing.

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Maintenance

Raise, assign and resolve repairs across the SIL homes — with photos, urgency and a full audit trail.

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Property & Fleet

The what-lapses-next radar — fleet expiries, WHS checks, maintenance ageing and per-house readiness.

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Automations

If-this-then-notify rules — pick an event or a date check, choose who hears about it and how.

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Compliance

Access reviews, retention, and NDIS Practice Standards reference

NDIS Practice Standards. This screen covers the three audit-friendly things you'll be asked about in an NDIS audit: who currently has access, how long records are kept, and what data is logged. Every action below also writes to the immutable audit log.
Audit readiness
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Policy register health

Automatic checks across the published register (review dates, duplicates), plus an on-demand AI cross-read of any documents you pick. Read-only — it flags things to fix; it never changes a document.

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Deep consistency check (AI)

Pick 2–8 related documents and AI cross-reads them for contradictions, overlaps and broken references. The full register is too large to scan every run, so this checks just your selection.

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User Access Review

Run this quarterly. For each user, click Review, confirm their access is still appropriate, and record your decision. Choices: Keep access (no change), Reduce role (you'll demote them via User Management afterwards), Deactivate (revokes access immediately).

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Clearance Register

Every active staff member × the four mandatory NDIS clearances (Worker Screening, WWCC, National Police Check, First Aid), live from their onboarding uploads — worst-first. No need to generate; it updates as clearances are uploaded.

Onboarding completeness

Every active staffer's universal onboarding checklist — resume, TFN, super, NDIS Worker Screening, first aid, and the rest. Click a row to open their Documents tab and chase what's missing. Items marked N/A still count as "handled."

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Reminder Emails

Sends a branded reminder email to every active staff member with an outstanding ack-required document, announcement or training module. Each (user, item) is only emailed once — dedupe is enforced at the database level. Runs daily on a schedule, or trigger it manually here.

SMS Reminders

Texts a short reminder to every active staff member who has an outstanding item, a mobile number on file, and SMS reminders switched on. One summary text per person — standard Twilio charges apply. Admin-triggered.

Retention Policy
  • Audit log (login events, document acks, training completions, admin actions): 7 years, append-only at database level — entries can't be modified or deleted, even by admins.
  • Documents + acknowledgements: retained while the document is published, plus 7 years after replacement / archival.
  • Announcement read receipts: retained 7 years from publish date.
  • Training completions: retained 7 years from completion date. Refresher cycles trigger new rows, not overwrites.
  • User profiles: retained while account is active or inactive. Deletion is a manual admin action and is irreversible — the audit trail of their actions persists with their email captured at the time.
What's Logged
  • Every sign-in (success + failure) with email + timestamp
  • Every screen view in the portal
  • Document uploads, views, downloads, acknowledgements
  • Announcement publishes, reads, acknowledgements, deletions
  • Training module creation, completion, refresher logs
  • Admin actions: user invites, role changes, status changes, password reset triggers, access reviews

All entries are queryable from the Audit Log tab, exportable to CSV for external audit response.

Data Storage & Hosting
Database
Supabase (Postgres 17)
Region: Sydney (ap-southeast-2) — Australian data residency
File Storage
Supabase Storage (private bucket)
Documents accessed via 10-minute signed URLs only
Frontend
Netlify static hosting
HTTPS enforced, no client-side data persisted beyond session token
Email
Google Workspace SMTP
Auth emails sent from noreply@tridentcare.com.au, copy retained in Workspace

Pre-baked reports for NDIS audits and quarterly governance reviews. Each report runs live against the database when you press Run. Download as CSV for spreadsheets, or open the printable view and use your browser's print menu to save a branded PDF.

Acknowledgement Coverage

For every ack-required published policy or procedure: total active staff, how many have acknowledged the current version, who's still outstanding. The headline figure auditors ask for.

Training Completion

For every published training module: roles required, total required staff, current-cycle completions (within the module's refresh window) and who's overdue.

Access Review History

Every recorded access review with reviewer, decision and notes — defaults to the last 12 months, change the date range to override.

Document Inventory

Every document with all of its versions — uploaded by, when, file size, current-version flag. Used to demonstrate document control practices.

Clearance Register

Every active staff member against the four mandatory NDIS clearances (Worker Screening, WWCC, National Police Check, First Aid), banded by expiry status — expired, lapsing, missing, valid. The register auditors ask for. Visible to coordinators and admins.

Document Register

Every controlled org/QMS document the audit expects, grouped by functional section, with version and status (present / awaiting sign-off / missing / review due). The full register with sign-off lives on the Management screen. Visible to coordinators and admins.

Trident Care
Staff Portal — Audit Report

Error Log

Client-side failures staff have hit — newest first, grouped by message

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Notification Hub

Who gets which automatic reminders, and when — the queue for the next run and everything already sent

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Communications

Send an SMS or email update to one staff member, a group, or everyone

Recipients
Message

Recent sends

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Ongoing auto-sends

Roster-synced delivery: everyone rostered with the participant — including new starters — gets these automatically at 8:50am. Switch on from the announcement composer or a participant's assign-document window.

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Clients

NDIS participants Trident Care supports. 0 of 0

Admin-only. Clients are sensitive (plan details, funding amounts, emergency contacts). Coordinators and staff don't see this screen. The one exception is the in-person sign-off flow — when an admin assigns a Service Agreement to a staff member for a home-visit signature, the staffer sees that specific agreement only, with funding amounts and any other fields the admin chose to redact blanked out.
Client Service agreement Plan management Contact Actions
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SIL houses

Supported Independent Living houses. Each house holds its own resources (manuals, fire plans, client info) and a history of shopping & stocktake lists.

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Incident reports

Report a work injury, vehicle incident, or maintenance issue. Reports go straight to management, who review and follow up. You can attach photos.

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Receipts

Log work receipts. If you paid out of your own pocket, management will review and pay you back; business-card and record-only receipts just go on file.

Before you claim — the rules
  • Get approval first. You must have explicit approval from management before you spend your own money expecting to be reimbursed. Note who approved it on the form.
  • Never pay for a client out of your own pocket — and a client must never pay for you. Client costs are handled through their own funding, not your wallet.
  • Keep the receipt. Attach a clear photo or PDF of every receipt — a claim can't be paid without it.
My receipts
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Feedback

Share praise for a colleague or the team, or raise a concern — privately, to management. You can send it anonymously.

My feedback
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Recognition

Give a colleague a public shout-out for great work. Everyone can see the recognition feed — a little thanks goes a long way.

Celebrations
Recognition feed
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Recruitment

Candidates from every channel — referrals, Indeed/Seek/LinkedIn applications, the website form, and walk-ins. One button to invite + send their first contract.

Tools ▾
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Trident Care
Service Agreement signing
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Trident Care
Document signing
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Audit Log

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NDIS-ready: All login events, document views, downloads, acknowledgements, training completions and admin actions are logged with timestamp and user. The table is append-only at the database level — entries cannot be modified or deleted, even by admins. Retention: 7 years per NDIS Practice Standards.

Help / Knowledge Base

Internal FAQ for Trident Care staff. Browse by category, or ask a question we haven't answered yet.

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Calendar

Acknowledgement due dates and training refreshers across the next month.

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My Profile

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Onboarding documents

Upload your paperwork directly here. Your manager can see what's done, what's pending, and what's about to expire. Each upload is private and audit-logged.

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Training

Your training modules — what you've completed (with date and score) and anything still due. Completions are recorded automatically when you pass a module's knowledge check.

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1:1 meetings

Quick check-ins with your manager between formal reviews. Open one to read the agenda, add your own prep notes, and tick off action items.

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Goals

SMART goals tied to you — pick something specific you want to work on, set a target date, and add quick check-ins as you progress. Either you or your manager can add one.

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Trident Care
TRIDENT CARE
Staff Portal · Account Activation

Welcome, there.

You've been invited as Staff. Set a password below to go to the dashboard.

Password tip: use a mix of letters, numbers, and symbols — at least 10 characters. Avoid anything you've used elsewhere; common or breached passwords are blocked.
Privacy notice. Trident Care logs your sign-ins, the documents you open and acknowledge, and the announcements you read. This audit trail is required by NDIS Practice Standards and retained for 7 years. Your password is only ever known to you — Trident Care staff cannot see it.
Trident Care
TRIDENT CARE
Staff Portal · Password Reset

Set a new password.

You followed a password reset link from your email. Enter a new password below — it must be at least 10 characters long. Once set, you'll be signed straight in to the dashboard.

Password tip: use a mix of letters, numbers, and symbols — at least 10 characters. Avoid anything you've used elsewhere; common or breached passwords are blocked.

Roster Assistant

Suggests who should fill vacant ShiftCare shifts — based on availability, continuity, hours and your rules. View-only: apply the picks in ShiftCare.

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Forms

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Management

Document register, sign-off and the audit source of truth.

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