Hire AI employees that do the work. Not just tell you what needs doing.
Novada AI Workforce is an AI-powered operational workforce designed for Australian NDIS, aged care and home care providers. Hire AI employees to coordinate routine tasks, follow up outstanding actions, execute approved workflows and update connected systems, with appropriate human oversight. And through the Novada AI Control Centre, you can see the work being done, review exceptions, approve important actions and monitor your operations in one place.
One central platform. Five specialised AI employees. Real operational work.
Designed to work alongside your existing software and team. Capabilities and integrations are confirmed during your consultation.
5.0
Average client rating
77
Provider reviews
205
NDIS and aged care providers across Australia
01
The problem
You have the systems. You have the processes. So why is your team still doing everything manually?
Think about how much time your team spends on operational coordination each week.
Your rostering coordinator moves between worker availability records, shift schedules and messages to find replacement workers.
Your HR team follows up missing onboarding documents and checks whether new workers have completed their requirements.
Your compliance team monitors expiring credentials, chases training records and prepares evidence for reviews.
Your on-call coordinator responds to last-minute cancellations, contacts available workers and prepares handovers.
Your operations manager follows up everyone else to find out what has been completed.
You have software to store the information. But people are still doing most of the work required to keep that information moving.
The operational problems this creates
Too much manual administration
Your team spends valuable time copying information, updating records, sending reminders and coordinating repetitive tasks.
Disconnected software systems
Rostering, HR, compliance and communication tools often operate separately, requiring employees to move between systems.
Slow follow-ups and delayed actions
Tasks can remain unresolved because the person responsible is busy, unavailable or managing competing priorities.
High administrative employment costs
Growing care organisations may need additional administrative capacity as workforce numbers and service locations increase.
After-hours operational pressure
Last-minute staffing changes and routine after-hours issues can create significant pressure on managers and on-call coordinators.
Limited management visibility
Leaders may struggle to see what is happening across operations without asking multiple employees or checking different systems.
Your business has invested in software to manage operations. But it still depends heavily on human effort to operate the software.
Novada AI Workforce is designed to help change that.
02
Customer proof
Supporting organisations across the care sector
All three of the providers below run Novada AI employees in their own operations.
One thing we value about Novada Tech is that they understand the operational challenges NDIS providers face. Building a care business requires more than finding workers. It requires reliable processes, proper planning and consistent support. Novada brings a practical, proactive approach and genuinely takes the time to understand what our organisation needs.
Founder, Josh
Maxicare Plus
03
The solution
What if your business could hire an AI employee to handle the routine work?
Not another software platform that simply tells you which tasks are outstanding.
Not another dashboard that requires your team to investigate every notification.
Not another chatbot that gives instructions but cannot complete the work.
An AI employee designed to take authorised action.
Imagine having an AI Rostering Coordinator that can monitor staffing gaps, check worker availability, coordinate shift offers and update connected rosters when the required approvals are in place.
An AI HR Coordinator that can request onboarding documents, follow up outstanding requirements and update recruitment progress.
Or an AI Compliance Coordinator that can monitor approaching expiry dates, send approved reminders, track responses and prepare an outstanding-actions register.
These AI employees work through defined operational workflows, using approved access to relevant business systems.
Here is the difference
Traditional software
Stores information and provides tools for your employees to complete tasks.
Traditional automation
Completes specific actions when predefined conditions are met.
Five specialised AI employees. Hire the ones your business needs.
Every care organisation operates differently. That is why Novada AI Workforce is designed around specialised roles rather than a single generic AI assistant.
Each AI employee has defined operational responsibilities, permitted systems, workflows, reporting requirements and approval controls. You can start with one role or build a connected AI operations team.
1
AI Operations Coordinator
Your central operations coordinator. Keeping work moving across the business.
The problem
Care operations involve multiple teams, systems, tasks and deadlines. An operations manager may spend much of the day reviewing reports, following up coordinators, checking outstanding actions and trying to understand where attention is needed. That coordination workload grows as the organisation expands.
Example
A manager opens the Novada AI Control Centre at the beginning of the day. The AI Operations Coordinator has prepared a summary showing completed roster changes, outstanding onboarding actions, upcoming credential renewals and exceptions requiring management attention. Rather than manually collecting updates from several systems, the manager can review the consolidated information and focus on the decisions that need human involvement.
What it is designed to do
Monitor assigned operational workflows.
Identify overdue or incomplete administrative tasks.
Follow up outstanding actions across authorised systems.
Coordinate handovers between operational functions.
Prepare daily operational summaries.
Track assigned responsibilities and workflow status.
Highlight unresolved staffing, HR and compliance exceptions.
Escalate matters requiring management decisions.
Maintain an activity record of completed and outstanding work.
The intended outcome: Less time spent chasing updates, clearer operational accountability and better visibility over work happening across the organisation.
2
AI Rostering Coordinator
Stop chasing shifts. Let your AI Rostering Coordinator handle the routine coordination.
The problem
Rostering teams regularly manage worker absences, shift cancellations, availability requests, replacement coordination, shift changes and timesheet discrepancies. Even with a rostering platform, much of the follow-up work can remain manual.
Example
A support worker reports that they cannot attend an evening shift. The AI Rostering Coordinator identifies the affected shift, checks the available workforce against the provider's approved requirements and initiates the permitted replacement workflow. It tracks worker responses, requests approval where necessary and updates the connected roster after the required confirmations. If no suitable replacement is available, the issue is escalated to the designated manager.
What it is designed to do
Monitor relevant roster gaps and cancellations.
Check worker availability in connected systems.
Identify potentially suitable workers using approved rules.
Check required credentials and scheduling constraints.
Prepare and send authorised shift offers.
Follow up outstanding shift confirmations.
Coordinate routine shift swaps.
Flag potential overtime or rostering-rule exceptions.
Update roster records following necessary authorisations.
Compare rostered and actual worked time.
Identify timesheet discrepancies for review.
Prepare roster exceptions and handover summaries.
The intended outcome: Faster routine shift coordination, fewer repetitive phone calls, more consistent rostering administration and improved visibility over staffing exceptions.
3
AI Compliance Coordinator
Stay on top of workforce requirements without constantly chasing documents.
The problem
Worker credentials, screening clearances, training records, qualifications, policy acknowledgements and compliance actions require ongoing monitoring. When these tasks are managed through spreadsheets, emails or disconnected systems, administrative follow-up can become time-consuming and inconsistent.
Example
A worker's clearance is approaching its recorded expiry date. The AI Compliance Coordinator identifies the upcoming deadline, sends an approved reminder, requests the necessary updated documentation and tracks whether it has been received. If the issue remains unresolved by the designated escalation point, the AI notifies the responsible manager.
What it is designed to do
Monitor recorded credential and clearance expiry dates.
Track outstanding worker documentation.
Send approved reminder communications.
Follow up incomplete training records.
Maintain worker documentation status registers.
Monitor assigned compliance action deadlines.
Prepare evidence checklists for management review.
Flag incomplete records or exceptions.
Coordinate administrative follow-up of assigned compliance tasks.
Generate compliance status summaries.
Escalate overdue or high-risk issues to authorised personnel.
The intended outcome: Less manual document chasing, clearer workforce documentation status and more consistent follow-up of compliance administration.
The AI supports administrative compliance processes. Regulatory determinations, worker suitability approvals and statutory responsibilities remain with authorised personnel.
4
AI After-Hours Coordinator
An AI-powered after-hours operations desk that helps keep routine issues moving.
The problem
Care operations do not stop when the office closes. Workers call in sick, shifts become difficult to cover, urgent messages arrive and operational matters need to be escalated. This can leave managers and on-call staff managing repetitive coordination tasks outside normal business hours.
Example
At 9:15 pm, a worker reports an absence affecting the following morning's shift. The AI After-Hours Coordinator initiates the approved coverage workflow, contacts eligible workers where authorised and tracks responses. If replacement coverage is not confirmed or the situation presents a safety concern, the matter is immediately escalated through the provider's on-call procedures. The morning team receives a clear record of what happened and which actions remain outstanding.
Contact designated on-call personnel when required.
Track outstanding after-hours issues.
Escalate potentially urgent or safety-related concerns immediately.
Prepare a structured morning handover report.
Maintain an activity and escalation record.
The intended outcome: Reduced repetitive after-hours administration, faster initiation of appropriate workflows and clearer handovers between on-call and daytime teams.
This service is not a substitute for a staffed emergency response function, clinical triage or human decision-making in safety-critical circumstances. After-hours coverage is subject to the agreed service configuration and operational availability.
5
AI HR Coordinator
From recruitment administration to worker readiness, without the endless follow-ups.
The problem
Recruiting and onboarding care workers involves multiple administrative stages. Applications must be reviewed, interviews arranged, documents requested, onboarding requirements tracked and induction records maintained. These activities can consume considerable HR and management time.
Example
A candidate has accepted an employment offer but still needs to complete several onboarding steps. The AI HR Coordinator sends the approved documentation requests, tracks responses, follows up incomplete requirements and updates the worker's onboarding status. Once the required administrative steps are completed, it presents the record to the authorised manager for verification and deployment approval.
What it is designed to do
Organise incoming recruitment applications.
Prepare candidate information for human review.
Coordinate interview scheduling.
Send approved applicant communications.
Request missing onboarding documents.
Track screening and clearance administration.
Monitor induction completion.
Follow up outstanding onboarding tasks.
Maintain relevant employee administrative records.
Coordinate training reminders.
Prepare worker-readiness status reports.
Escalate incomplete requirements for management review.
The intended outcome: Less manual onboarding administration, more consistent follow-through and improved visibility over recruitment and worker-readiness processes.
Final hiring, employment, worker suitability, competency and disciplinary decisions remain with authorised humans.
Five AI employees. One central place to manage them.
Imagine having several AI employees working across different business systems.
How would you know what they are doing?
Which tasks have been completed?
Which actions require approval?
Which systems have been updated?
And what happens when something goes wrong?
That is why every AI employee is designed to work through the Novada AI Control Centre.
The Control Centre gives authorised managers one place to supervise and coordinate their AI workforce.
What the Control Centre is designed to show
Your AI employees
See the specialised AI employees assigned to your organisation, their responsibilities and their status.
Operational tasks
View assigned, active, completed, failed and outstanding tasks.
Live workflow activity
Follow the progress of workflows running across connected operational systems.
Approvals and escalations
Review proposed actions that require human authorisation before execution.
Completed actions
See which actions were performed, when they occurred and which systems were involved.
Exceptions and failed actions
Identify workflows requiring intervention, technical recovery or management review.
Operational reporting
Review activity summaries, turnaround times, outstanding tasks and other available performance information.
Audit and activity records
Maintain a traceable record of AI actions, approvals, execution results and relevant workflow events.
The Novada AI Control Centre is the central record of AI-generated operational activities, workflow decisions and approvals.
Your existing rostering, HR, payroll, compliance and care-management systems remain the authoritative records for their respective business functions unless explicitly agreed otherwise.
Your systems continue to hold the business records. Novada helps coordinate and execute approved work across them.
From task to completed action, without the constant manual follow-up.
The process is designed to be straightforward.
1
Connect your systems
Novada establishes authorised connections to supported rostering, timesheet, HR, recruitment, compliance and communication systems. The available integrations and permitted actions are confirmed during implementation.
2
Choose your AI employees
Select the operational roles you want to introduce. Each employee is assigned a defined set of responsibilities and workflows.
3
Set your rules and approvals
Agree on what the AI is allowed to do automatically, what requires human approval and what must always be escalated. These settings reflect the provider's operating procedures and applicable requirements.
4
Let the AI execute approved workflows
Your AI employees monitor relevant triggers, coordinate routine tasks, interact with connected systems and perform permitted actions.
5
Review work in the Control Centre
Monitor completed actions, outstanding tasks, approval requests and exceptions in one place.
You remain in control of your operations. Your AI employees help carry out the work.
07
Worked example
One cancelled shift. Multiple systems. One coordinated workflow.
Consider a common operational problem. A support worker cancels a shift at short notice.
Without coordinated AI support
A coordinator receives the cancellation. They open the roster, review worker availability, check suitability and required clearances, send messages, wait for responses, seek approval, update the roster and inform the relevant people. Every step requires manual follow-through.
With a configured Novada AI Rostering Coordinator
1
Cancellation detected
The system receives the absence notification through an approved channel.
2
Shift requirements checked
The AI reviews the affected shift, permitted worker criteria, relevant clearances and operational constraints.
3
Suitable workers identified
The AI searches connected availability records using provider-approved rules.
4
Shift offers coordinated
The AI contacts eligible workers through authorised communication channels.
5
Approval obtained
Where required, the AI presents the proposed replacement for human approval.
6
Roster updated
The AI completes authorised changes through the connected system and verifies the outcome.
7
Activity recorded
The Control Centre records the workflow, actions, approvals and any outstanding exceptions.
The business value
Less manual coordination.
More consistent follow-up.
Clearer approval and action records.
More time for the operations team to focus on work requiring human judgement.
This is an illustrative workflow. Actual execution depends on supported integrations, configured rules, worker availability and authorisations.
08
The value
Reduce administrative workload without losing operational control.
AI should deliver more than interesting technology. It should help your organisation manage work more effectively.
Reduce repetitive administrative tasks
Allow AI employees to handle suitable routine activities such as record updates, document requests, reminders, administrative follow-ups and task tracking.
Reduce pressure to add administrative headcount
As your care organisation grows, AI-assisted workflows may help existing teams manage higher administrative volumes without increasing headcount at the same rate.
Improve operational responsiveness
Reduce delays between a task being identified and the next permitted action being initiated.
Strengthen workforce administration
Support consistent coordination across rostering, onboarding, worker documentation and compliance tracking.
Improve management visibility
See which operational workflows are progressing and which require human attention without manually collecting updates from multiple teams.
Support more consistent execution
Apply agreed rules, follow established workflows and maintain records of completed actions and exceptions.
Free up human capacity
Allow your managers and coordinators to focus more attention on participants, residents, staff, service quality and complex operational decisions.
Less time managing repetitive work. More time managing the business.
The actual value delivered will depend on your systems, workflows, task volumes and the activities suitable for automation.
Your AI employees can do the routine work. Your people stay in control of important decisions.
AI can be useful in care operations, but it must operate within appropriate boundaries.
That is why Novada AI Workforce is built around controlled execution rather than unrestricted autonomy.
Actions that may be automated
Routine administrative reminders.
Permitted record updates.
Document requests.
Task tracking and workflow follow-ups.
Preparation of reports and operational summaries.
Actions that may require approval
Changes to approved rosters.
Shift allocations involving exceptions.
Certain external communications.
Updates affecting employment or regulated records.
Other actions identified by your organisation as requiring authorisation.
Decisions that stay with people
Clinical and care decisions.
Worker suitability and competency approval.
Hiring and disciplinary decisions.
Regulatory determinations and statutory reporting accountability.
Safety-critical incidents and emergency responses.
Why this matters
The purpose of AI is to reduce unnecessary manual effort, not to remove professional judgement, accountability or appropriate safeguards from care delivery.
10
Your systems
You have already invested in your software. Novada is designed to help you get more done with it.
Your organisation may already use dedicated platforms for:
Rostering and scheduling.
Timesheets and attendance.
Recruitment and HR.
Worker screening and documentation.
Training and compliance.
Incident and complaint management.
Payroll-related administration.
Team communications.
Novada AI Workforce integrates with supported systems and executes workflows through approved interfaces.
No unnecessary system replacement
Where supported, your existing applications continue performing their core functions.
Connected operational workflows
The AI coordinates permitted tasks between systems rather than requiring staff to complete every step manually.
Centralised execution visibility
Management can review AI activity, approvals and exceptions through the Novada AI Control Centre.
Integration assessment before implementation
We assess the technical capabilities, permissions and operating requirements of each requested system before confirming the workflows available.
Your existing software manages the records. Your Novada AI employees help manage the work.
Built around the operational demands of Australian care providers.
NDIS providers
For disability support organisations managing frontline workers, supported independent living, community participation, in-home support and related administrative processes. Potential applications include roster coordination, worker onboarding, clearance tracking and operational handovers.
Support at Home providers
For home care organisations coordinating dispersed workers, client visits, staffing changes, recruitment, training and administrative processes. Potential applications include routine scheduling coordination, worker-readiness tracking and operational follow-ups.
Residential aged care providers
For residential care organisations managing staffing requirements, worker documentation, HR administration and operational reporting. Potential applications include workforce administration, roster exceptions, credential tracking and approved task coordination.
Multi-site care organisations
For providers managing multiple locations, teams and systems. Novada's centralised approach is built to improve visibility over work being carried out across authorised operational environments.
From growing providers to established multi-site organisations, the right starting point is the workflow that creates the greatest avoidable administrative burden.
Start with one AI employee. Expand as your operational needs grow.
You do not necessarily need every AI employee immediately. Start with the function that creates the most administrative pressure for your organisation.
AI Rostering Coordinator
For organisations spending too much time managing shifts and roster changes. Focused on routine shift coordination, worker availability, roster updates and exception tracking.
AI Compliance Coordinator
For organisations struggling to keep documentation and administrative compliance tasks on track. Focused on credential monitoring, reminders, evidence tracking and outstanding-action follow-up.
AI HR Coordinator
For organisations managing significant recruitment and onboarding administration. Focused on applications, interview coordination, worker documentation and onboarding progress.
AI After-Hours Coordinator
For organisations that need more structured after-hours administrative coordination. Focused on approved after-hours workflows, staffing notifications, escalation and handovers.
AI Operations Coordinator
For organisations wanting visibility and coordination across multiple operational functions. Focused on cross-system task tracking, follow-ups, exceptions and consolidated operational reporting.
Build your AI operations team
As your requirements grow, additional specialised AI employees can be introduced into the same Control Centre.
Bringing AI employees into your business should start with understanding the work.
Successful operational AI depends on more than connecting software. The workflows, permissions, approval rules and business responsibilities must be clear.
1
AI operations discovery
We meet with your management team to understand your existing systems, operational tasks and administrative constraints.
2
Workflow and integration assessment
We identify suitable tasks, required integrations, data access needs, approval requirements and the expected implementation complexity.
3
Configure your AI employees
For supported capabilities, the relevant AI employees are configured with approved workflows, permissions, escalation pathways and reporting requirements.
4
Controlled testing and validation
Workflows are tested using appropriate safeguards before wider operational use. Sensitive or consequential actions require suitable human oversight.
5
Supervised operational rollout
Supported workflows are introduced progressively, with monitoring, exception handling and agreed support arrangements.
6
Performance review and expansion
We review workflow completion, administrative time requirements, reliability and operational outcomes before considering additional automation.
The objective is to introduce useful AI capacity safely, measurably and with clear accountability.
14
Questions
Frequently asked questions
What is Novada AI Workforce?
Novada AI Workforce is an AI-powered operational platform for Australian care providers. It lets organisations engage specialised AI employees that coordinate and execute approved administrative workflows across supported business systems.
How is it different from ChatGPT or a conventional AI chatbot?
A conventional chatbot generally responds to questions or generates information. Novada AI Workforce performs authorised operational actions through connected systems, follows defined workflows, requests approvals, verifies outcomes and maintains activity records.
Can AI employees actually complete tasks?
That is the core purpose of the offering. A supported AI employee is designed to perform permitted actions rather than simply recommend them. Actual capabilities depend on the available integrations, configured workflows, system permissions and required approvals.
Can the AI update our existing rostering or HR systems?
Where suitable integrations and permissions are available, the platform supports authorised system updates. We assess each system and workflow before confirming what can be automated.
Do we need to replace our current software?
Not necessarily. The platform works alongside supported existing applications rather than requiring a wholesale system replacement.
Is the Novada AI Control Centre another rostering or HR platform?
No. The Control Centre manages AI employee activity, workflow coordination, approvals, exception handling and execution records. Existing systems remain authoritative for their respective business records unless explicitly agreed otherwise.
Can we hire just one AI employee?
Yes. You can engage a single specialised AI employee and add others later. The roles, service scope and subscription terms are confirmed in your proposal.
Can we use multiple AI employees?
Yes. The platform is designed around individually selectable roles that work together within one operational environment.
Can AI employees operate outside business hours?
Selected workflows may be configured for after-hours operation, depending on the supported integrations and your agreed service arrangements. Safety-critical situations require escalation to appropriately authorised people.
Will AI employees replace our operations staff?
The primary objective is to reduce repetitive administrative workload and the need for additional manual coordination. Whether that changes staffing requirements depends on your organisation's circumstances. The AI is not a replacement for essential care workers, qualified clinicians or accountable managers.
Will the AI make employment decisions?
No independent hiring, disciplinary or other consequential employment decisions should be delegated to AI. It can support administrative preparation, coordination and recordkeeping, with authorised people making the final decisions.
How is sensitive information protected?
The platform connects to your systems through authorised, permission-scoped access, and every action an AI employee takes is recorded in the Control Centre's audit and activity records. Access controls, data retention, auditing and incident response are set out in your service agreement, and we confirm the specific permissions and contractual protections with you before any system is connected.
Can the AI manage NDIS and aged care compliance?
It can be configured to support appropriate administrative tracking and follow-up activities. It does not replace the provider's legal responsibilities, regulatory judgement or professional oversight.
Does Novada guarantee cost savings?
No. The business value depends on the workflows implemented, the volume of tasks handled, integration complexity and the amount of human administrative effort reduced. Potential efficiencies should be measured against a real operational baseline.
How much does it cost to hire an AI employee?
Pricing is based on the selected AI employee, the required workflows, supported integrations, usage and implementation requirements. An individual proposal can outline the applicable platform, implementation and ongoing subscription costs once the scope is understood.
How do we know which AI employee to start with?
We recommend beginning with a workflow discovery conversation to identify your highest-volume repetitive administrative tasks and assess which can be safely and reliably automated.
How do we get started?
Book an AI Workforce discovery conversation. We will discuss your operational challenges, systems and potential AI employee roles, then agree the next steps.
15
Book
Your business has enough operational work. It does not need more manual work to manage it.
Every day, your staff move between systems, follow up incomplete tasks, coordinate roster changes, update records and handle repetitive administration. Those tasks matter. But not every task needs to consume the time of a human coordinator.
Imagine building an AI operations team that helps complete routine work across your existing systems, with every action visible and important decisions remaining under your control. That is the future Novada AI Workforce is designed to deliver.
Hire your next AI operations team.
Explore how specialised AI employees could support your care organisation's rostering, HR, compliance, after-hours and operational coordination processes.
Book a complimentary 30-minute AI Workforce discovery conversation. During the call, we will:
Discuss your operational challenges, existing systems and current administrative workload.
Identify your highest-volume repetitive administrative tasks.
Assess which of those tasks could be safely and reliably automated.
Explain the five AI employee roles and how the Control Centre works.
Agree the next steps, the service scope and the timeline.
Loading the calendar
Free 30-minute discovery conversation. No obligation to proceed.
