CareMile NDIS Operations Platform

A 42-module Odoo-based operations platform built for an Australian NDIS disability support provider to manage participants, workers, scheduling, session tracking, territory coverage, and compliance across the entire organization.

Explore the case study

At a glance

6 technologies · 4 outcomes captured below

NDIS Compliance Field Service Management 42-Module ERP

Case Study

Enterprise ERP

Context

Enterprise ERP

Focused product scope with measurable operational and user-facing outcomes.

Technologies Used

Odoo Python PostgreSQL OVH Dedicated Server Linux Nginx

Problem Space

The Challenge

CareMile needed a unified system to manage their full operation — employees, contractors, client sessions, scheduling, territory coverage, agreements, and NDIS compliance reporting — replacing fragmented tools that could not scale with the growing number of participants and service areas across Melbourne.

Delivery Response

Our Solution

BrilliMinds designed and deployed a heavily customized Odoo ERP with 42 purpose-built modules covering field service management, territory mapping, agreement lifecycle, session time tracking, permission controls, and business intelligence — hosted on a dedicated OVH server with managed backups.

Inside the Build

The product goals, delivery process, users, design direction, and outcome

This section walks through what the product needed to solve, how it was delivered, who it serves, and what changed after launch.

Goals

CareMile is an NDIS disability support provider serving participants across multiple suburbs in Melbourne, Victoria. Their services span support coordination, personal and home care, community access, transport, respite accommodation, and care for children. As the organization grew, they needed a single platform to run every part of the business — not a collection of disconnected spreadsheets and generic tools.

Replace fragmented workflows with one unified system that covers participant management, worker scheduling, session tracking, territory assignment, agreements, and reporting.
Give field workers a simple way to clock into sessions, track time in real time, and log service delivery on location — with full visibility for coordinators and management.
Build a permission and role-based access system that separates employees, contractors, coordinators, and administrators — ensuring sensitive participant data is only accessible to authorized users.

Process

01

Discovery and module architecture

BrilliMinds worked closely with CareMile to map every operational workflow — from participant onboarding and NDIS plan management through worker rostering, session delivery, and invoicing. The result was a 42-module architecture built on Odoo, with each module addressing a specific operational domain: base territory management, field service scheduling, agreement lifecycle, recurring service rules, parts and inventory, skills and certification tracking, and business intelligence dashboards. The permission model was designed upfront to enforce strict role-based access across all modules.
02

Custom development and integration

Each module was developed as a purpose-built Odoo addon. The Base Territory module introduced hierarchical geographic management — regions, districts, and branches mapped to Melbourne suburbs — with geocoding support and multi-level assignment by country, state, and postcode. The Field Service Management suite covered service requests, technician dispatch, real-time status tracking, work orders, route optimization, and skills-based assignment. The Agreement Management suite handled contract lifecycle, template-based creation, renewal tracking, and partner integration. Session tracking was built with a one-tap clock-in system so workers could start and stop session timers on-site, with duration automatically recorded against the participant's NDIS plan. Location tracking provided real-time visibility into where services were being delivered.
03

Infrastructure and rollout

The platform was deployed on a dedicated OVH server configured and managed by BrilliMinds — including Nginx reverse proxy, PostgreSQL database tuning, automated backups, SSL, and monitoring. The rollout was phased module-by-module, starting with core participant and worker management, then layering in scheduling, session tracking, territory assignment, agreements, and finally reporting and analytics. Each phase included user training and validation against real operational data before the next module group went live.

Product Users

The platform serves every role in CareMile's operation. Administrators manage the full system configuration — modules, permissions, territories, agreement templates, and reporting dashboards. Support coordinators handle participant onboarding, NDIS plan setup, session scheduling, and contractor assignment based on availability, location, and qualifications.

Field workers and contractors interact with the system daily — viewing their schedules, clocking into sessions with a single tap, tracking session duration in real time, and logging service notes. Management uses the business intelligence layer to monitor service performance metrics, territory coverage, resource utilization, customer satisfaction, and financial analytics through custom reporting tools.

Design Direction

The design followed Odoo's interface conventions while being heavily tailored to CareMile's workflows. The goal was operational clarity — coordinators and administrators work with dense scheduling views, territory maps, participant records, and agreement timelines, so the interface needed strong information hierarchy, color-coded statuses, and fast filtering across thousands of records.

For field workers, the session tracking interface was kept minimal and task-focused — a prominent clock-in button, clear session timer, and simple forms for service notes. The permission system ensures each user type sees only the modules and data relevant to their role, reducing interface clutter and protecting sensitive participant information. The reporting dashboards use visual summaries — charts, KPIs, and territory heat maps — to give management instant insight without digging through raw data.

Outcome

The delivered platform is a fully operational 42-module Odoo ERP that runs CareMile's entire business from a single system. Participants, workers, contractors, schedules, sessions, territories, agreements, and compliance data all live in one place — with real-time session tracking, hierarchical territory management across all Melbourne service areas, and strict role-based permissions controlling access at every level. The dedicated OVH hosting with managed backups gives CareMile full ownership of their data and infrastructure. The system replaced what was previously a patchwork of manual processes with end-to-end digital operations — from the moment a participant is onboarded to the final reporting and invoicing of delivered services.

Visual Support