Intake overview

The intake list, switching between table and board, and filtering by stage.

Last updated · 10 November 2026

Intake is where you manage referrals from first contact through to acceptance or decline. Open it from Participants›Intake.

The populated intake register shows Sam and Harper as Accepted, with their actual requested services. — 1Filter enquiries by their saved pipeline stage.
2Search the existing enquiries before creating another.
3Open Sam’s saved Accepted enquiry to review or view the linked participant.
The populated register shows Sam and Harper’s Accepted enquiries and requested services. Open an enquiry to review its details.

The list

Each enquiry is one row. The columns are:

Column	Shows
Participant	The person’s name, with their phone or email underneath. If neither is recorded it reads Contact not set.
Stage	Where the enquiry sits in your pipeline.
Services requested	The services the person asked about.
Submitted	When the enquiry was created.

Use the Stage filter at the top left to show a single stage, or All, and the Search box beside it to find someone by name, email, phone or NDIS number. The count on the right tells you how many match, for example 9 intakes.

For example, choose Needs Info in Stage to find enquiries awaiting information, then search the person’s name. Read Services requested before opening the row; it describes the enquiry and does not confirm an agreed or booked service. Reset Stage to All if the expected person is missing.

Table or board

The two icon buttons at the top right switch between the table above and a board. The board shows one column per stage with a count on each, so you can see your whole pipeline at a glance. Drag a card from one column to the next to move the enquiry along (see Intake stages). An empty column reads No enquiries.

Each board card shows when the enquiry was received, the person’s name, their contact and NDIS number, and any scheduled next contact. A card that has been turned into a participant carries a Converted tag. The Accepted and Declined columns show only the ten most recent enquiries; older ones appear as +N older in table view, so switch to the table to see every one.

Note

Intake was previously called Referrals. An old link to /referrals now opens Intake.

Good to know

What you can do here depends on your role’s Intake permissions, set under Roles and permissions: create to see New intake, edit to open and change an enquiry (including dragging a card between board columns), and delete to archive one. Converting an enquiry also needs the Participants screen’s create permission. Moving a card to Accepted does not convert it.

Tip

To log a new enquiry, select New intake at the top right. See Add a new intake.

Pick up an enquiry

Confirm the workspace and open Participants > Intake. You need Intake read access and the Intake feature.
Search for the person’s name or contact, clearing Stage to All if necessary.
With edit access, select the row or board card, review Internal notes and Next contact, and save any changes with Update intake.

For example, after receiving missing information, change Pipeline stage from Needs Info to Assessment and set the next follow-up date. Check the saved stage in the table or board.

Open a saved enquiry to review what the person asked for before planning the next step. The service selections record the request, rather than an agreed price or booked shift.

Harper’s saved intake requests Community Access and Group Activities. — 1Choose every service requested by the participant.
2Group Activities can be selected alongside Community Access.
Harper’s saved enquiry requests Community Access and Group Activities. More than one requested service can be recorded.

If a terminal-stage card is not on the board, use the table to find older accepted or declined enquiries. If loading fails, retry before creating another enquiry. Intake has its own notes; these are not the participant profile’s Internal notes or a worker’s progress notes.