Create a participant

Add a new participant and their core details.

Last updated · 3 July 2026

A participant record is what their plan, agreements, shifts and claims all hang off, so it is usually the first thing you create. You can fill in just the essentials now and complete the rest from the profile later.

Tip

Setting up several participants at once? Bulk import participants from a spreadsheet instead, with their contacts, NDIS plan and budgets in the same run.

Open the create form

Go to Participants and select Add participant at the top right. The form opens in a side drawer.

The Participants list with the Add participant button at the top right, Status and Funding filters, and a table of participants. — 1 Add participant opens the create form.
2 Filter the list by Status or Funding type.
3 Select any row to open that participant.

Complete the form

Fields marked with a red asterisk are required. The rest can be added later from the profile.

Personal information

Field	Required	Notes
First name	Yes
Middle name	No
Last name	Yes
Date of birth	No	Date picker
Gender	No	Select from list
Pronouns	No	Select from list
Ethnicity	No	Select from list
Primary language	No	Select from list
Primary diagnosis	No	Free text

Contact information

Field	Required	Notes
Email	Yes
Phone	Yes

Coordination

Support coordinator assigned? (optional). Records whether the participant has an external support coordinator.

Address

Address (required). Start typing and choose the match; this also fills in the suburb, state and postcode for you. If the lookup does not find it, select Enter address manually to set the street address, suburb, state and postcode by hand.
State and Postcode are required whenever an address line is set. If you type a street address but leave the postcode blank (most often after switching to manual entry and not filling it in), saving shows “Select an address from the dropdown, or use ‘Enter address manually’ to set the postcode.” A postcode that isn’t a valid Australian postcode shows “Enter a valid Australian postcode.” Suburb is optional.

Reference numbers

Field	Required	Notes
NDIS number	Yes	8 to 11 digits
Medicare number	No
Centrelink number	No

Save the participant

Select Create participant at the bottom of the drawer. The new participant is added and appears in the list, ready for you to build out their profile.

The bottom of the Create participant drawer showing the Cancel and Create participant buttons. — 1 Create participant saves the record.

Tip

A new participant starts with the status Created and an NDIS Plan: not started alert. Add their plan next so shifts can be scheduled and claimed: Set up the NDIS plan.