Participant contacts

Add the right people with the right details, and connect a plan manager for invoicing.

Last updated · 10 November 2026

The Contacts tab holds the people around a participant: family, guardians, and the professionals on their plan. Each contact has a type, which decides what details you capture and how the contact is used elsewhere.

Open the Contacts tab

Open the participant, then select the Contacts tab. Select Add contact at the top right. Existing contacts appear in a table; select one to edit it.

Mavis’s saved Plan manager and Guardian contacts, with their own phone and email details. — 1Taylor is a saved Plan manager contact.
2Clara is saved as Mavis’s Guardian contact.
3Add another contact or open a saved row to correct it.
Mavis has a Plan manager and a Guardian recorded separately. Open the relevant row to review or correct that contact.

Choose the type and fill the details

Pick the Contact type first; it controls which other fields appear.

Field	Required	Notes
Contact type	Yes	Nominee, Guardian, Family, Emergency contact, Plan manager, Support coordinator, Clinician or Other
First name	Yes
Middle name	No
Last name	Yes
Relationship	No	Shown for Nominee, Guardian, Family or Emergency contact (for example Mother)
Role or relationship	No	Shown for Other, for example Advocate or Community contact
Business name	No	Shown for Plan manager, Support coordinator or Clinician
Acts as plan manager?	Yes	Shown for Support coordinator only
Phone	Yes
Email	Sometimes	Required for Plan manager, Support coordinator and Clinician; optional otherwise
Preferred contact	No	Phone, Email or SMS
Notes	No	Relevant contact instructions, such as when to call; keep care preferences on the participant’s Preferences tab

When you add a Plan manager, Support coordinator or Clinician, you can reuse an existing contact of that type from your directory instead of re-typing them.

Clara’s saved Guardian contact shows the relationship, required phone and optional email. — 1Choose the type first; it controls the fields below.
2Explain the Guardian’s relationship to Mavis.
3A participant contact needs a valid phone.
4Email is optional for this Guardian but needed to select an electronic signatory.
Clara’s Guardian type shows Relationship, required Phone and optional Email. Confirm the details before Add contact or Save contact.

Save the contact

Select Add contact to save a new one, or Save contact when editing. You will see Contact saved.

Before saving, check Contact type as well as the name. A guardian’s Relationship describes their connection to the participant; a professional contact’s Business name identifies their organisation. Preferred contact records how to contact them and does not send a message.

Reusing an existing professional contact copies its details into this participant’s own linked record. Later edits to that copy do not update every participant who uses the same contact.

How contacts are used

An emergency contact is who your workers reach if something happens on a shift.
A plan manager can be selected as the invoice recipient on a service agreement.
When you add a support coordinator, you set Acts as plan manager?. If yes, that coordinator can fill the plan-manager role for a plan-managed participant.

Note

To remove a contact, open it and select Archive contact, type archive in the confirmation, then select Archive. Archived records are hidden from active lists but stay on file.

Check the saved contact

You need Participants edit access. Confirm the person’s role, Australian phone and any required email before adding them. For example, to record a coordinator who also handles invoices, choose Support coordinator, complete their professional email and phone, and answer Yes to Acts as plan manager?.

After saving, select the row and check the participant and contact details. If you reused an existing professional contact, the saved record belongs to this participant. Correct it here with Save contact; check other participants’ copies separately if their details also need changing.

If save is blocked, check the required phone, the email for a professional contact and the coordinator’s plan-manager answer. If the same contact is not offered for reuse, check their type and saved details in Directory before adding another.