Convert, decline or archive an intake

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.

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Before you can convert, the enquiry needs three things: a phone number, an NDIS number, and an address with its State field set. Only State is actually checked, not the rest of the address, so an enquiry with a street address but no state selected still counts as incomplete. Fill in the missing fields in the drawer (see Add a new intake), then carry on. You can either search for the address and choose a match, which sets State for you, or select Enter address manually and pick a state from the dropdown.

If you select Convert to participant while something is still missing, you will see a toast listing exactly what to add, for example “Add phone number, NDIS number, address before converting to a participant.”

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 record. You will see “Participant created from enquiry.”