Workforce compliance for Australian care providers

From application to compliant worker. One system.

Advertise the role, screen the applicants, book the interviews, get the contract signed, collect the clearances and prove the lot to an auditor, without a spreadsheet, a per-signature bill or a separate scheduling tool.

Start your 14-day trial Book a demo

Data stored in Australia · Sydney Two-factor on every account Flat monthly price · no per-seat, no per-signature

Apply
Your own form
Screen
AI shortlist
Interview
They self-book
Sign
Offer executed
Onboard
Docs collected
Compliant
Kept current
Audited
Proven fast

One record per person, the whole way through. Hire a candidate and their documents, availability and history come with them.

What it replaces

Most providers your size pay for four of these. And still keep the spreadsheet.

Applicant tracking

Roles, a public application form, stages you define, AI résumé screening, reference checks, written assessments and inductions.

E-signature

Up to 99 signing parties, a certificate of completion and tamper-evident hashes on every executed document. No envelope limits.

Interview scheduling

Publish your availability, candidates book themselves, clashes are caught, and your existing calendar feed syncs in.

Reference checking

Referee forms you design, sent and chased for you, then scored and summarised so you read a verdict, not five paragraphs.

Policy sign-off

Procedures with prepared, reviewed and approved signatures, version history, and worker acknowledgement that lands in the register.

The compliance spreadsheet

A live register that chases its own expiries and answers an auditor in minutes instead of a fortnight.

Every one of them is included in every plan, at one flat monthly price per organisation.

The compliance register

Nobody chases anybody.

Requirements follow the role, so a support worker is never marked non-compliant for a manager's certificate. Expiries are chased at thirty days and seven, to the worker, automatically, whether or not anyone remembered.

AI reads each uploaded document and proposes the expiry date

Workers renew through their own secure link, with no account to create

Renewals arrive in one review queue, with the old version kept

Ask "were we compliant in March?" and get an answer

Compliance matrix · 34 workers

Example compliance matrix
Worker	Police check	WWCC	First aid	NDIS	Manual handling
A. Okafor	✓	✓	!	✓	✓
S. Tran	✓	↑	✓	✓	—
M. Rahman	✕	✓	✓	!	✓
J. Whitmore	✓	✓	✓	✓	✓
P. Nguyen	✓	!	—	✓	✓
L. Baptiste	✓	✓	↑	✓	✓

✓ current · ! expiring or expired · ↑ awaiting your review · — not required for this role

When someone asks you to prove it

The auditor gets their own way in. Not your shared drive.

Issue a named link, scoped to the requirements they actually asked about, that expires on a date you choose. They verify with a code sent to their own email address, so a forwarded link is not a way in.

Scoped, not everything

They see the requirements you granted, for the workers in scope, and nothing else in the organisation.

Every open recorded

Which auditor opened which worker's document, and when. Written to a log that cannot be edited or deleted.

Sealed daily

Each day's audit records are cryptographically sealed and chained to the day before, then kept for seven years.

See it on your own requirements

Signing

Contracts signed, without counting envelopes.

Employment contracts, policy acknowledgements, incident forms, signed by up to ninety-nine parties in order, on a phone, with no account required. Every completed document carries a certificate of completion and a tamper-evident hash.

No per-envelope or per-signature charges, ever

Signing links expire and can be renewed by the signer

Declines, corrections and reminders are handled for you

Certificate of completion

Every executed document records, for each signer:

Name, email and the identity they signed under

When they first viewed it and when they signed, to the second

IP address, device and consent to sign electronically

A SHA-256 fingerprint of the document they signed

Built for the data you hold

Police checks and clearances deserve better than a shared folder.

Doc Flow holds some of the most sensitive documents an employer will ever handle. It is built accordingly.

Stored in Australia

Your account data, worker documents and signing records are stored in Sydney. Some sub-processors operate overseas and are named in our privacy policy.

Two-factor, not optional

Every account uses two-factor authentication or a passkey. There is no way to turn it off for convenience.

Roles you define

Give a recruitment officer the pipeline and nothing else. View and edit are separate, enforced in the database, not just hidden in the interface.

AI runs in Australia, is never used for training, and never makes the decision — how Doc Flow uses AI.
Read the privacy policy and terms.

Pricing

One price. Everything in it.

Flat per organisation. Not per seat, not per envelope, not per document.

Business

$99 /month

Up to 30 workers · 3 team seats

Compliance register and matrix
Recruitment and onboarding
E-signing, up to 3 parties
Policies, meetings and calendar
Auditor access and reports

Start 14-day trial

Questions we get asked

Do our workers need accounts?

No. Workers, applicants, referees and auditors all use secure links sent to them. Only your own staff sign in, and only they count towards your team seats.

Can we bring our existing spreadsheet across?

Yes. Workers and your document checklist can be imported from CSV or Excel, and we will do the first import with you on a paid plan.

Is this only for NDIS providers?

No. It suits any Australian health or care employer with a workforce whose clearances expire: disability, aged care, allied health, home care and support coordination.

Do you charge per signature or per envelope?

No. Signing is included, and there is no cap on how many documents you send. That is deliberate: charging per envelope is what makes the alternatives expensive at exactly the moment you are hiring.

Where is our data stored?

In Australia, in Sydney. Some sub-processors, including email delivery and AI document reading, are named in the privacy policy along with where they operate.

What happens to our data if we leave?

You can export documents and reports at any time while your account is open. If you close the account, we delete your data within thirty days, as set out in the privacy policy.

We have more than 100 workers.

Then talk to us. We price larger workforces on their shape rather than a published number, and that conversation includes the data import.

See it run end to end in twenty minutes.

One candidate, from their application to a compliant worker, against your own requirements list.

Book a demo Start your 14-day trial