Koora and your rostering software

Rostering software is excellent at one thing: putting the right number of people in the right place at the right time. It manages availability, shift swaps, awards, timesheets and hours. What it does not do is tell you whether the person you just scheduled actually holds the screening and credentials they legally need to work that shift.

That gap matters in Aged Care, disability and childcare, where a worker who looks available in the roster may have a lapsed clearance, an expired qualification or a new flag against their name. This guide explains the difference between scheduling and compliance, and how Koora sits alongside your rostering tool through API and webhooks.

Rostering schedules shifts, it does not verify screening

A roster answers "who is working when". Compliance answers "who is allowed to work at all". Those are separate questions, and most rostering products are not built to answer the second one. In particular, a rostering tool will not:

• Verify a Working With Children Check against the relevant state Working With Children Check portal.
• Verify AHPRA registration at source for nurses and allied health professionals.
• Monitor government ban registers for new banning orders or conditions.
• Track expiry dates for police certificates, NDIS Worker Screening Clearances, first aid and CPR, and role-specific training.

Some rostering tools let you attach a document or set a reminder, but a stored file is not the same as a check confirmed against an authoritative source. A reminder also will not tell you that a clearance was revoked the day after it was issued.

The core idea: do not roster a non-compliant worker

The principle is simple. A worker flagged as non-compliant in Koora should not be scheduled for a shift that requires that credential. The hard part is making sure the person building the roster knows the worker's current status at the moment they build it.

This is why compliance status needs to be current-state and easy to read. Koora shows a worker's status when the report runs, not a reconstructed history. If a Working With Children Check expired last week, the status reflects that now, so a coordinator does not have to cross-check a spreadsheet before assigning a shift.

For dual Aged Care and disability providers, screening is consolidated. From 1 November 2025, Aged Care worker screening is satisfied by one of only two options: a national police certificate under 3 years old, or a valid NDIS Worker Screening Clearance. AHPRA registration is never a substitute for screening. Police history is bundled into the NDIS Worker Screening Check and into state Working With Children Checks, so it is not a separate line item in disability or childcare contexts.

How Koora connects to your roster

Koora is designed to be the compliance layer that informs your scheduling, not to replace it. The connection works through standard, available mechanisms:

• API access (available now): Your systems can query a worker's current compliance status, including which credentials are current, expiring or lapsed.
• Webhooks (available now): Koora can send an event when a worker's status changes, so downstream systems hear about a lapse or a new flag without polling.
• Direct integration on request: If you want a tighter link with a specific rostering product, for example Deputy or Humanforce, Koora can build a direct integration for that tool on request.

To be clear about what exists today: Koora does not ship a live native connector to any named rostering product, and Koora is not a partner of any rostering vendor. The API and webhooks are the supported path now, with direct integrations built as providers ask for them. For more detail on the mechanics, see care compliance integrations via API and webhooks.

A practical workflow

Here is how the two systems can work together without bolting them into a single product:

• A coordinator opens the roster to fill next week's shifts.
• Before assigning a worker to a shift that requires a Working With Children Check, your system checks Koora's API for that worker's current status, or relies on a status synced via a recent webhook event.
• If the worker is compliant, the shift is assigned as normal.
• If the worker is flagged, the coordinator sees the issue and holds the shift until the credential is resolved.
• When the worker renews and Koora updates their status, a webhook event lets your roster reopen them for scheduling.

This keeps scheduling fast while making sure compliance is checked at the point that matters: when a person is about to be put on shift. You can read more about tracking status across a workforce in worker compliance tracking for providers.

Where the legal responsibility sits

Connecting Koora to your roster does not remove your obligations. Koora pre-clears credentials and surfaces current status, but the provider keeps the legal duty to sight evidence and decide who is allowed to work. The integration reduces manual cross-checking and gives your coordinators a reliable signal, and it still relies on your team applying judgement and meeting your sighting obligations. Convenience here is about better information at the point of decision, not about taking the decision away from you.

How Koora fits

Koora is the portable Career Passport and compliance monitoring layer for the care sector. It verifies what can be verified at source, reviews the rest, monitors ban registers, and exposes current-state status through an API and webhooks. Your rostering software keeps doing what it does best, and Koora gives it the one thing it was never built to provide: a trustworthy answer to whether the worker in that shift is actually compliant right now. If you are weighing the two categories against each other, see rostering software versus a compliance platform.