Add a new intake

Capture a new enquiry from first contact.

Last updated · 10 November 2026

An intake captures an enquiry the moment it comes in, so you can track it through your pipeline. You only need a few details to start; the rest can be added later when you reopen the enquiry.

Open the form

Go to Participants›Intake and select New intake at the top right. The form opens in a side drawer.

Complete the form

Unsubmitted new intake for Sam Blake, with an email contact and Community Access selected. — 1Enter the new enquiry’s first name.
2Add the last name; middle name is optional.
3Supply a valid email or phone number for follow-up.
4Select the services requested, if they are known.
An unsaved new enquiry for Sam Blake. Name and email are entered, Community Access is selected, and the enquiry has not been saved.

First name, last name and at least one valid contact method, Email or Phone, are required. You can supply both; every supplied value must be valid. Other details can be completed later.

Participant details

Field	Required	Notes
First name	Yes
Middle name	No
Last name	Yes
Date of birth	No	Date picker
Phone	One contact required	10-digit Australian mobile or landline including area code; `+61` or `61` accepted
Email	One contact required	A valid email address; may be blank when a valid phone is supplied
NDIS number	No	Enter the number as issued
Gender	No	Select from list. Left blank, it saves as Prefer not to say

Address (optional). This is one search box. Start typing and choose the match; that fills in the street address, suburb, state and postcode for you, even though only the one field is on screen. If the lookup does not find it, select Enter address manually underneath: the single field splits into four, Address, Suburb, State (a dropdown of Australian states and territories) and Postcode. To go back, select Search for an address instead, and the box returns holding the whole address line rather than just the street.

Participant information

Services requested by the participant (optional): tick any that apply. The options are Community Access, Short Term Accommodation (Respite), Group Activities, Support Coordination and Specialist Support Coordination.

Intake source

How did you hear about us? (optional): choose the actual source when known, for example Word of Mouth, Friend, Respite Brochure, NDIS Local Area Co-ordinator, Support Coordinator, Other Disability Services or Disability Expo.
Internal notes (optional): anything useful for your team. These are not shown to the participant.

Note

When you reopen an enquiry to edit it, two more fields appear under Intake source: Pipeline stage and Next contact. See Intake stages.

Tip

The State field is worth getting right early: converting this enquiry to a participant later requires a valid email or phone, an NDIS number and a state on the address. See Convert, decline or archive an intake.

The unsaved New intake example records Word of Mouth and practical office notes. Pipeline stage and Next contact are not fields on this New form. — 1Record the actual source of the enquiry when it is known.
2Give the office a practical next action.
3Create intake saves a New enquiry; this example remains unsaved.
The New form records the source and internal follow-up note before Create intake. Pipeline stage and Next contact appear after the enquiry has been saved.

Save the enquiry

Select Create intake at the bottom of the drawer. The enquiry is saved with a message of Intake created. and appears in the list at the New stage.

If something is missing or invalid, the drawer stays open and you see one of these instead:

“Participant first name and last name are required.”
“Enter an email address or phone number.”
“Enter a valid email address.” (if an email is supplied)
“Enter a 10-digit Australian mobile or landline number, including the area code.” (if a phone is supplied)
“NDIS number is required.” (when converting an enquiry without an NDIS number)

Fix the field it points to and select Create intake again.

Tip

Next, move the enquiry along your pipeline as you work it: Intake stages.

Example: a community-access enquiry

Enter the person’s First name, Last name and confirmed Phone or Email. Under Services requested by the participant, select Community Access if that is what they asked about. Record the actual referral source in How did you hear about us?, and put the agreed next action in Internal notes, such as “Call to discuss preferred activity days.” Do not select a source or service merely to complete the form; those fields are optional.

Select Create intake, then check the new row’s name, contact, requested services and New stage. Reopen it to record Next contact and save with Update intake. Selecting a service here records an enquiry; it does not book a shift or agree a support price.

Prepare and check the first enquiry

You need Intake Add permission. Have the person’s name and at least one valid contact ready, and search Intake first for an existing enquiry. For example, a phone enquiry can start with first name, last name and an Australian mobile, then record the requested service and a short follow-up note.

After Create intake, find the row at New and open it if your role has Intake edit access. Check the contact, set Next contact if needed and select Update intake. Correct an existing enquiry rather than logging a second one for the same follow-up.

If New intake is absent, ask the workspace owner to check the Intake feature and your role. A participant’s plan, agreement and consent are prepared after conversion; creating this enquiry does not create those records.