Directory overview

The directory is a single page that lists every person and organisation connected to your provider workspace. It is partly a read-through view of records that live elsewhere (your business, your workers and your participants) and partly a contacts register you build here (plan managers, support coordinators, clinicians, and other external contacts).

Open it from Records›Directory.

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Switch between four views

One page holds four views. Use the icon toggle at the top right of the panel to switch between them. Hover an icon to see its name. The directory opens on Business and employees.

View	What it shows	Columns
Business and employees	The active provider workspace, employees, and support workers. This is the default view.	Provider / employee, Status, Phone, Email, Account
Participants	Participants connected to this provider workspace.	Participant, Status, State, Phone, Email
Professional contacts	Plan managers, support coordinators, and clinicians.	Name, Status, Type, Phone, Email
Contacts	External contacts not in another category: nominees, guardians, family, advocates, government, provider partners, emergency contacts, and others.	Name, Status, Type, Subtype, Linked to, Phone, Email

Each view has its own Status filter and a Search box that matches any text in the row, so you can find a person by name, phone or email without leaving the view you are in. Long lists page 20 rows at a time, with the pager under the table.

The panel title above the table names your provider (for example “Banksia Community Care and employees”) on the Business and employees view. Empty Phone, Email or State cells read Not set. On Contacts, Subtype reflects the contact’s business name or relationship, where applicable; Linked to shows the participant’s name if the contact is linked to one, or Provider if it isn’t.

Where records come from

The first two views list records created in Workers and Participants. Selecting a row opens the full profile inside Directory when you have access, so you can work on that record without leaving the page. Changes still use the permissions for that record’s area. With limited access you see a read-only summary instead.

New records are only created in the two contact views. When you switch to Professional contacts or Contacts, an Add contact button appears at the top right, provided your role has permission to create directory contacts; if it doesn’t, the button doesn’t appear.

If a view has nothing in it yet, you see an empty state instead of a table:

View	Empty state
Business and employees	“No provider employees yet” - Add workers from the Workers page.
Participants	“No participants yet” - Add participants from the Participants page.
Professional contacts	“No professional contacts yet” - Add plan managers, coordinators, or clinicians.
Contacts	“No directory contacts yet” - Add contacts for this provider.

Opening a row

Selecting a row in Business and employees or Participants opens that worker’s or participant’s full profile if your role can read that area. Without read access, it opens a narrow read-only summary panel instead, showing a handful of key fields; if your role can also archive workers or participants, the summary panel adds an Archive worker or Archive participant button that takes you to the Workers or Participants page with the archive prompt for that record already open. Selecting a row in Professional contacts or Contacts always opens that contact’s own edit drawer, since Directory owns those records directly.

Find a person without creating a duplicate

1. Confirm the workspace and open Records > Directory. You need Directory read access and its workspace feature.
2. Choose the view for the person, then search their name, phone or email. Set Status to All when checking whether a record already exists.
3. Select the row and check its details and links. A participant or worker profile uses that area’s permissions even when opened inside Directory.

For example, find a plan manager under Professional contacts, open their saved row, then choose the drawer’s Linked to tab to check which participants their saved contact copies support. Correct the appropriate copy; editing one copy does not update every linked participant.

If the person belongs in Workers or Participants, add them from that area. If search shows no results, check the view, filters and workspace first. A visible loading error means the list is unavailable, not that the contact does not exist.

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