Great Supports

Custom Platform automate 2-4 weeks

A Claude Cowork plugin — the Scheduling Plugin — connected to Google Sheets (roster), Google Calendar (staff availability), and Google Maps API (distance calculations). Dale gives Claude a voice brief of tomorrow's requirements. Claude reads the current availability, applies the business rules, builds the full schedule, flags any conflicts for Dale to resolve, and populates the Google Sheet. Bundled with CH-008: after scheduling, one more command sends individual SMS run sheets to all 50 staff via Twilio.

Cowork Plugin automate 1-2 weeks

A Twilio SMS plugin that runs immediately after the scheduling plugin (CH-006). After Dale approves the day's roster, one command tells Claude to send shifts. Claude reads each staff member's row from the Google Sheet, formats their personalised run sheet SMS (shift start time, location, participant list, transport requirements), and sends via Twilio. All 50 messages sent in under 5 minutes.

Cowork Plugin replace 1-2 weeks

A Claude Cowork plugin connected to HubSpot CRM (already installed) and Gmail. Dale or Steve tells Claude about a new referral — Claude logs it into the pipeline, drafts an acknowledgement email, assigns follow-up to the right person, and tracks it through to enrolment. No more leads sitting in email inboxes.

Cowork Plugin consolidate < 1 week

A Claude Cowork plugin connected to HubSpot Contacts (already installed — just needs data migrated in). Staff ask Claude: 'What's the emergency contact for Sarah Jones?' or 'Who is the support coordinator for [participant]?' — instant answer. Can also add new contacts: 'Add new participant, DOB 15/3/1990, guardian is Mary Jones on 0412 000 000.' Bundles naturally with CH-001 (CRM pipeline) as one engagement.

Quick Win automate 1-2 weeks

A Claude Cowork plugin connected to Google Sheets and the Google Maps Distance Matrix API. Arven tells Claude: 'Calculate distances for this fortnight's run sheets' → Claude reads all origin/destination pairs from the completed run sheets in the spreadsheet, batches calls to the Maps API, and writes all km values back into the payroll columns. 2 hours reduced to 3–5 minutes.

Cowork Plugin consolidate 1-2 weeks

A Claude Cowork plugin connected to Google Sheets (timesheets and run sheets), Google Drive (attendance photos), and Xero API. Arven tells Claude: 'Run payroll verification for the fortnight ending 15 April' → Claude cross-checks all three sources, identifies discrepancies, and produces an exceptions report. Arven reviews only the exceptions — not every single shift.

Cowork Plugin automate 1-2 weeks

A Claude Cowork plugin connected to Google Sheets (funding tracker) and Xero (delivered hours via invoices). Dale asks Claude: 'Check funding status' → Claude shows remaining budget per participant as a percentage, flags anyone over 80% consumed, and drafts the support coordinator alert email. The tracker is updated weekly when Arven runs payroll.

Cowork Plugin automate < 1 week

An extension of the CH-011 funding tracker — a second tab in the same Google Sheets file tracking scholarship and grant hours separately. Same logic: Dale asks Claude 'Check scholarship hours' → Claude shows remaining hours per participant, flags anyone near their cap. Hard-stop alerts before hours are exhausted. Bundles with CH-011 as one plugin engagement.

Quick Win eliminate 1-2 weeks

A Claude Cowork plugin connected to Google Sheets (run sheets) and the Xero API. Arven tells Claude: 'Run SIL billing for this fortnight' → Claude reads the run sheets, identifies which shifts had multiple participants, calculates the cost split per participant ratio, and creates draft invoices in Xero. ShiftCare cancelled immediately — $6,000/yr back in the business.

Quick Win automate 1-2 weeks

A Claude Cowork plugin connected to the Xero API and Gmail. Dale or Arven tells Claude: 'Chase overdue invoices this week' → Claude queries Xero for all overdue invoices, segments them by payer type, drafts a personalised follow-up email for each using the correct approach for that payer, and presents them for Dale to review and send in batch. Also: Xero built-in reminders configured immediately as a day-one quick win (free, already in their Xero subscription).

Quick Win automate 1-2 weeks

A Claude Cowork plugin with a read-only Xero connection. Dale asks Claude: 'What's our cashflow this month?' or 'How much in outstanding invoices do we have?' or 'What did we spend on NDIS supports in March?' → Claude queries Xero and returns a plain-language answer in 30 seconds. Bundled with CH-013 and CH-015 — the Xero API wrapper is built once for all three. Quick win (day 1): Add Dale as an Adviser in Xero (free, read-only) — immediate access to the native dashboard while the plugin is built.

Cowork Plugin automate 1-2 weeks

A Claude Cowork plugin connected to Google Drive and Google Docs. When a support coordinator needs a progress report, they tell Claude which participant and time period → Claude reads the relevant case notes from Google Docs, structures them into NDIS-formatted sections, and produces a draft ready for review. Bundles with CH-016 (case note dictation) — better notes in means better reports out.

Quick Win automate 1-2 weeks

A Claude Cowork plugin for case note dictation. After each shift, the support worker opens Claude on their phone, says 'dictate case note for [participant]' → speaks their observations in plain language for 3–5 minutes → Claude structures the dictation into a properly formatted NDIS case note (goals addressed, activities delivered, participant engagement, next steps) → saves to the participant's Google Docs folder. Bundles with CH-002 (progress reports) — better notes in, better reports out.

Cowork Plugin replace < 1 week

Replace paper forms with JotForm digital forms — filled on a tablet or phone during intake. Forms pre-fill from phone intake data where possible, and e-signatures are captured on the spot via DocuSign. Completed forms automatically save to the right Google Drive folder. No more printing, scanning, or re-entry.

Cowork Plugin replace 1-2 weeks

Digital staff onboarding via DocuSign — all contracts and compliance docs signed on phone, day one. A compliance register in Google Sheets tracks every staff member's document expiry dates. Apps Script sends automated 60/30/7-day cascade reminders to Dale and the staff member before expiry. Optional: Oho for continuous NDIS worker screening (NDIS Worker Screening database checks).

Quick Win automate < 1 week

An automated Google Forms availability collection: every Friday at 3pm, Google Apps Script sends a form link to all support workers via Gmail asking for next week's availability (days, times, any restrictions). Responses automatically populate the Google Sheets availability tab used by the scheduling plugin. No manual collection, no chasing.

Cowork Plugin consolidate < 1 week

Migrate all team communication to Google Chat — already included in Google Workspace (free, no new tools needed). Set up Spaces for each department: All Staff, Cafe A, Cafe B, Management, Intake Updates. Retire the Messenger groups. Communication is now searchable, accessible on any device, and not tied to personal Facebook accounts.