What Parkway does by itself

Parkway runs a set of jobs on a schedule. Nobody presses anything to start them: they read what is already in the system and either write a record, raise a card, or send a message.

This page lists all of them. It is generated from the same list the platform actually runs, so it cannot fall behind.

What can reach a participant or family

This is the short list, and it is short on purpose. Everything else either stays inside the app or only ever contacts the office.

1. 1Reconciles each due envelope against DocuSeal, then emails a signing reminder to anyone still outstanding, capped at two per recipient three days apart. Sent by email.
2. 2Re-derives every signature status from the DocuSeal API, advances sequential signing, emails completion copies and auto-files the completed PDF, so a dropped webhook cannot lose a signature. Sent by email or text message.
3. 3Texts participants their upcoming roster when their own schedule row says today is the day, once per day, and disables one-off schedules after sending. Sent by text message.
4. 4Texts opted-in active participants their coming week of supports, with no worker names, skipping anyone already logged today. Sent by text message.

What can reach a support worker

Workers get phone notifications for the things they are about to do or have not finished. None of it blocks them, and none of it mentions pay.

1. 1Retries health-professional record filings that failed first time, generates the PDF, files it on the participant profile and posts it to the house team chat. Sent by phone notification.
2. 2Sends the lead driver a one-time prompt to sign in a van booking that has started and is still unsigned. Sent by phone notification.
3. 3Sends the rostered worker a banner for each due pop-up shift task, deep-linked to the shift's task tab. Sent by phone notification.
4. 4Records late, missing and outside-geofence clock events, nudges the worker on their phone, raises one review card per clock event through the shared exception generator, and gives each facilitator a single rolling summary of the exceptions on their houses rather than a bell per event. Sent by phone notification.
5. 5Chases a missing note after clock-out: the worker at detection, the facilitator about a day later, and the director on the SIRS 24-hour clock. Stages 2 and 3 of the old ladder are retired. Sent by phone notification.
6. 6Reminds the covering worker before a visit and chases a missing outcome after it, falling back to the facilitator when no worker covers it. Sent by phone notification.
7. 7Chases a pending dose: worker 30 min before due, worker again at 120 min overdue, the facilitator by text at the same point, and an automated call to the facilitator at 180 min, suppressed outside 7am to 8pm Brisbane. Sent by phone notification, text message or phone call.
8. 8Reminds a worker on their phone when one of their own credentials is expired or expiring inside 30 days. Sent by phone notification.
9. 9Reminds a worker when their own mandatory training is due for renewal (60/30/7 days, then weekly once lapsed), and hands admins and coordinators one digest of who to chase. Renewal only: a requirement never completed is left to the Training Hub assign flow. Warns, never blocks. Sent by phone notification.
10. 10Gives the whole house audience a heads-up on open maintenance due within three days: facilitator and residents in the app, and the workers rostered that day on their phones. Sent by phone notification.
11. 11Runs a three-stage overdue ladder: a daily card to the assignee, a text or email to them once a task is two days overdue, and an admin digest at four days. Sent by phone notification, text message or email.
12. 12Starts library workflows for credentials, plans, agreements and casual workers coming due, keyed on the expiry date so a new cycle re-triggers without spam. Sent by phone notification.

Shifts and clocking

1. 1Sends the lead driver a one-time prompt to sign in a van booking that has started and is still unsigned. (can notify workers)
2. 2Sends the rostered worker a banner for each due pop-up shift task, deep-linked to the shift's task tab. (can notify workers)
3. 3Sweeps shifts stuck in_progress 12h past end, carries an already-filed completion to clocked-out stragglers, and never decides completed versus cancelled itself.
4. 4Records late, missing and outside-geofence clock events, nudges the worker on their phone, raises one review card per clock event through the shared exception generator, and gives each facilitator a single rolling summary of the exceptions on their houses rather than a bell per event. (can notify workers)
5. 5Groups shifts that ended with no clock-in, clock-out or note into ONE rolling card per facilitator, and deliberately never contacts the worker.
6. 6Texts one summary per org to the ops manager, the director and every active admin or coordinator with a phone on file when a shift inside 48 hours still has nobody on it.
7. 7Materialises the next seven days of pending draft shifts from active shift templates.
8. 8Rolls up SIL shifts clocked out 4 to 72 hours ago with no note into one message per house facilitator per day, not one per shift.

Notes

1. 1Chases a missing note after clock-out: the worker at detection, the facilitator about a day later, and the director on the SIRS 24-hour clock. Stages 2 and 3 of the old ladder are retired. (can notify workers)
2. 2After 48h of worker silence, rolls every outstanding note-amend card on a caseload into ONE card for that facilitator, and closes it when the caseload is clear.
3. 3Classifies the last day of notes by keyword and, when the AI key is present, by Claude; raises a card only for hard concern language or a safety, medical, medication or behavioural verdict, and texts the director on critical only.
4. 4Reminds the covering worker before a visit and chases a missing outcome after it, falling back to the facilitator when no worker covers it. (can notify workers)

Medication

1. 1Chases a pending dose: worker 30 min before due, worker again at 120 min overdue, the facilitator by text at the same point, and an automated call to the facilitator at 180 min, suppressed outside 7am to 8pm Brisbane. (can notify workers)
2. 2Pre-builds eMAR charts for shifts in a 24h-back to 36h-ahead window, then flags orphan doses and under-covered two-person medications.
3. 3Marks long-unrecorded pending doses as missed once the shift has ended, with an auto-close note and no chase of any kind.
4. 4Opens a telehealth review workflow when a PRN medication hits its 24-hour ceiling three days running.
5. 5Raises a deduplicated clinical alert to the assigned nurse when a bowel-chart participant passes their escalation threshold with no new entry.

Compliance and credentials

1. 1Creates ONE rolling card per org listing workers with lapsed blocking credentials who still have future shifts, and never unassigns anyone.
2. 2Reminds a worker on their phone when one of their own credentials is expired or expiring inside 30 days. (can notify workers)
3. 3Reminds a worker when their own mandatory training is due for renewal (60/30/7 days, then weekly once lapsed), and hands admins and coordinators one digest of who to chase. Renewal only: a requirement never completed is left to the Training Hub assign flow. Warns, never blocks. (can notify workers)
4. 4Reconciles stale credential statuses against their dates and writes each org's nightly health-score snapshot; the status change raises a register entry and keeps the worker on the roster.
5. 5Builds ONE rolling card per org of overdue register reviews and idempotently seeds the quarterly quality audit and per-house emergency test entries.
6. 6Backfills register entries missing from incidents, expired documents, high-severity note flags and participants with no NDIS number, inserting only and never overwriting.
7. 7Polls the Federal Register for compilation changes and flags policies citing an amended instrument; separately raises a rolling review card for the hand-tracked instruments not seen in 180 days, then emails org admins.
8. 8Alerts the compliance desk about participant equipment service due at 30, 14, 7 and 0 days, texting from the 7-day tier, and opens one task per item not already tracked.
9. 9Checks each active vehicle's registration, insurance, inspection and service dates and alerts the compliance desk at 30, 14, 7 and 0 days, texting from the 7-day tier.
10. 10Gives the whole house audience a heads-up on open maintenance due within three days: facilitator and residents in the app, and the workers rostered that day on their phones. (can notify workers)

Mail and documents

1. 1Reads all ten functional mailboxes over Graph, files each new email onto the record it belongs to, and opens a coordinator workflow where the lane needs one. Never sends, not even an acknowledgement.
2. 2Retries health-professional record filings that failed first time, generates the PDF, files it on the participant profile and posts it to the house team chat. (can notify workers)
3. 3Imports Twilio SMS and Graph sent mail into the unified communications history. Import only.
4. 4Reconciles each due envelope against DocuSeal, then emails a signing reminder to anyone still outstanding, capped at two per recipient three days apart. (can message participants)
5. 5Re-derives every signature status from the DocuSeal API, advances sequential signing, emails completion copies and auto-files the completed PDF, so a dropped webhook cannot lose a signature. (can message participants)
6. 6Creates or refreshes ONE rolling task per org for expiring company documents (PI, PL, WorkCover, registration), and completes it when nothing is due.
7. 7Raises one deduped backlog task per reviewer for unreviewed notes, and never marks a note reviewed itself.

Money and agreements

1. 1Counts delivered billable shifts in the last 35 days with no billing line, plus stamps spanning multiple NDIS bands, and alerts admin and finance.
2. 2Generates the next invoice in each due repeating series as a Parkway DRAFT and advances the series one cycle. It does not push to Xero and it emails nobody.
3. 3Owns the PUSH half of Xero: sends contacts and unsynced invoices to the Xero ledger, then pulls invoice status back and can mark a Parkway invoice paid when Xero says it is.
4. 4Owns the PULL half of Xero: mirrors contacts, invoices, payments, bank transactions, accounts, credit notes and payslips locally, and refreshes the billed-lines matview.
5. 5Fills a participant's payer fields only where Parkway had nothing, and queues every mismatch or split for a human to confirm rather than deciding it.
6. 6Alerts admin and finance once a day when a mirrored Xero resource has gone stale.
7. 7Attributes rent bank deposits to SIL residents over the last 35 days where the match is unambiguous, leaving ties unmatched. It records rent allocations, never an invoice payment.
8. 8Opens a register entry for each service-agreement line projected to run out before the agreement ends.
9. 9Drains up to ten queued participants into draft service agreements, or closes the queue item where an agreement already exists.
10. 10Raises deduped compliance tasks at 60, 30, 14, 7 and 0 days before a service agreement ends and tells the org's admins and coordinators.

People, tasks and workflows

1. 1Emails each org's notification address one morning summary of burn-rate alerts, new register activity, expiring credentials, overdue pay periods and open tasks, and skips orgs with nothing to report.
2. 2Texts participants their upcoming roster when their own schedule row says today is the day, once per day, and disables one-off schedules after sending. (can message participants)
3. 3Texts opted-in active participants their coming week of supports, with no worker names, skipping anyone already logged today. (can message participants)
4. 4Creates the missing day 3, 7, 14 and 30 check-ins for workers who started in the last 45 days and reminds whoever owns each one.
5. 5Seeds pending yearly reviews for plan anniversaries inside 30 days, flips overdue ones, and nudges the facilitator or the org's coordinators.
6. 6Runs a three-stage overdue ladder: a daily card to the assignee, a text or email to them once a task is two days overdue, and an admin digest at four days. (can notify workers)
7. 7Cancels stale auto-generated cards whose subject has resolved, stamping the reason on the row.
8. 8Executes workflow steps parked on an automated email, text or AI call and advances the instance; recipients resolve to a staff account only, and a typed-in address is ignored by design.
9. 9Starts library workflows for credentials, plans, agreements and casual workers coming due, keyed on the expiry date so a new cycle re-triggers without spam. (can notify workers)
10. 10Recomputes every active worker's score and snapshots today's values to history.
11. 11Pulls seven days of mailbox metadata for office staff (counts and durations, never content) into the responsiveness table.
12. 12Opens a continuous-improvement entry when four or more similar feedback items appear inside 90 days.
13. 13Pulls the last seven days of meeting transcripts, name-matches them, files participant comms, creates consolidated action cards and tells the ops manager.

Housekeeping

1. 1Counts name changes in the audit over the last two hours and raises an alarm above 15, the tamper signal left by the June anonymiser incident. Read-only.
2. 2Refreshes the stored Instagram token, files an admin card when the refresh fails, and resolves that card once it succeeds.
3. 3Re-runs up to two hourly-or-slower jobs whose heartbeat has gone stale (25h for a daily one), so a tick missed by a deploy self-heals; a replayed job can therefore send what the missed tick would have sent, subject to its own same-day guards.

Turning something off

Most of these have a switch, and a few do not. Ask Nic: switching one off is a decision about what stops being chased, not a setting.

Incident, medication and safeguarding reminders cannot be muted or suppressed by feedback. Everything else can be voted down by the people receiving it.

Retired

These were replaced and no longer run on a schedule. They are listed so nobody wonders where an old alert went.

1. 1Superseded by the shift-completion cards. Left in place but deliberately unscheduled; it would text workers about unactioned shift tasks if invoked.
2. 2The old three-tier credential ladder, superseded by credential-lapse-review and credential-push. Its enforceLockout call is a no-op and removes no shifts. It would text workers if invoked.