Registers managed through a single customer friendly platform
Time saved through automated fee calculations
Fast implementation avoiding system shut down
Background
Ballina Shire Council is located in the Northern Rivers region of New South Wales and serves a growing community of more than 48,000 residents across 485 square kilometres. Home to the coastal communities of Ballina and Lennox Head, along with several surrounding villages, the region is known for its stunning beaches, the Richmond River, vibrant tourism industry and strong agricultural heritage.
Ballina Shire Council engaged Symphony3 to replace its existing register system, which was due to go offline. The system supported the management of impounded animals, abandoned vehicles and Class 1 and 2 (personal property and shared-use items such as bikes and trolleys) recovered items, making it a critical part of Council's day-to-day operations. The new solution implemented by Symphony3, maintained service continuity, simplified day-to-day register management and established the foundation for future integrated invoicing and online payment capabilities.
Watch our live demonstration of this solution below
The Digital Challenge
Ballina Shire Council were faced with a tight deadline to replace their existing register system before it went offline on 30 June 2026. The replacement needed to maintain the management of impounded animals, abandoned vehicles and Class 1 and 2 recovered items. It also needed to provide a modern, configurable platform that could support future enhancements and integration.
The Vision
Replace the retiring register system with a modern platform that makes it easier for staff to manage impounded animals, abandoned vehicles and Class 1 and 2 recovered items. Automate fee calculations and simplify register management, reducing the time spent calculating fees and managing records. Create a flexible platform that can evolve as Council's operational requirements change.
The Solution
Symphony3 delivered a digital solution for managing Ballina Shire Council's animal, vehicle and Class 1 and 2 recovered items registers. Built as an extension of the existing Register Payments solution, the platform brings all three registers together in a single system with configurable registers, automated fee calculations.
Animal Register
- Dedicated register for managing impounded animals, with an individual record for each animal.
- Records animal, owner, impounding and collection details, along with officer notes.
- Automatically calculates impound fees based on offence history, microchip status and length of impound.
- Annual fee schedules are managed through a configurable fee matrix, allowing updates without code changes.
Vehicle Register
- Dedicated register for managing abandoned and impounded vehicles.
- Tracks vehicle details, impound status and applicable transport and storage fees.
- Archived vehicle records remain available for future reference.
Class 1 and 2 Recovered Items Register
- Dedicated register for managing recovered items including trolleys, signs, surfboards and other abandoned property.
- Records item details, photos, status and applicable recovery fees.
Additional Features
- Missing pet reporting form embedded into Council's website, with submissions appearing automatically for ranger review.
- Single Sign-On integration for secure staff access.
- Configurable registers and fields that can be tailored as Council's requirements change.
Transformative Results
- Automated fee calculations - Complex impound fees are calculated automatically using configurable business rules, reducing manual calculations and helping ensure fees are applied consistently.
- Simpler register management - Animal, vehicle and recovered items registers are managed through a single digital platform, giving staff a consistent way to record and manage information.
- Easier to adapt over time - Configurable registers, fields and fee schedules allow Council to respond to changing operational requirements without redevelopment.
- Secure staff access - Single Sign-On integration enables staff to access the system using their existing Council credentials.
- Built for future enhancements - The platform provides a foundation for future integrations with Drupal, Civica Animals and Register Payments, supporting Council's ongoing digital transformation.
The Symphony3 Difference
Symphony3 delivers a cloud based service combined with a human touch – we call it SWAS (Software with a Service). We work closely with our clients on every engagement and ensure you are supported once the solution goes live. It is an approach that is collaborative, and flexible, and ensures you get technical advice tailored to your organisation.