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Convert, decline or archive an intake
Turn an accepted enquiry into a participant, or decline and archive it.
Last updated · 10 November 2026
Once you have assessed an enquiry, you can turn it into a full participant record without re-typing the details. You can also decline an enquiry, or archive one you no longer need.
Convert to a participant
Open the enquiry
From Participants›Intake, select the enquiry to open it in the drawer. The Convert to participant button appears only once the enquiry is at the Assessment or Accepted stage, and only if your role can create participants.
Check the details are complete
Before converting, enter First name, Last name, and a valid Email or Phone, plus the participant’s NDIS number and State. Email-only and phone-only enquiries can both convert. Every supplied contact value must be valid.
The conversion check calls a missing state address. Choose an address suggestion or select Enter address manually and set State. Complete the other address details accurately as well.
If something is missing, the message lists it, for example Add NDIS number, address before converting to a participant. Invalid contact details show their own field error first.
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Swipe across the enlarged image to read each part of the screen.
Sam’s saved enquiry has a confirmed contact, NDIS number and complete address before conversion.
Convert
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Sam is saved at Assessment, with a 12 November follow-up and practical office notes. Conversion has not yet been performed.
Select Convert to participant at the bottom of the drawer. You do not need to select Update intake first: converting saves whatever is currently in the drawer, then creates the participant in one step. The app creates a new participant copying the name, email, phone, NDIS number, date of birth, gender and address, sets the enquiry’s stage to Accepted, and opens the new participant’s profile on the Participants register. You will see “Participant created from enquiry.”
Note
An email or phone already used by a participant in your workspace, including an archived record, blocks conversion. Review the existing participant before changing the enquiry contact details.
Before using Convert to participant, compare the saved enquiry with the person you assessed. For example, an Assessment enquiry for Sam needs Sam’s own contact, issued NDIS number and correct State, rather than a coordinator’s contact entered as Sam’s. After conversion, check the new profile’s Details before preparing its plan. Keep service requests and intake follow-up in the original enquiry.
After conversion the enquiry is linked to the participant. Its drawer button changes to View participant, and its board card shows a Converted tag. Use View participant to jump back to the record at any time.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
Sam’s actual conversion is complete. View participant opens the linked profile; the enquiry keeps its original follow-up.
Decline an enquiry
There is no separate decline button. To decline an enquiry, set its stage to Declined: either choose it in Pipeline stage and select Update intake, or drag the card to the Declined column on the board. The enquiry stays on file at Declined. You can change the stage again if circumstances change.
Archive an enquiry
To take an enquiry off your active lists, open it and select Archive intake at the bottom of the drawer, type archive in the confirmation, then select Archive.
Watch out
Archived records are hidden from active lists but stay on file. Archiving does not delete the enquiry.
If Convert to participant is missing
You need Intake edit access to open the enquiry and Participants Add permission to convert it. Conversion is offered for a saved Assessment or Accepted enquiry. If you just changed Pipeline stage in the drawer, select Update intake, then reopen the enquiry to use the action.
For example, after finishing an assessment, save the stage as Assessment, check the NDIS number and State, then convert. Check that the new profile belongs to the right person before adding their plan. Conversion does not create the plan, agreement or consent for you.
If conversion fails, read the message and reopen the enquiry before retrying. Its latest details may already have saved even though no participant was created. If it is already converted, use View participant instead of creating another record. Archiving an enquiry does not archive its linked participant.