Create a participant

Add a new participant and their core details.

Last updated · 2 August 2026

A participant record is what their plan, agreements, shifts and claims all hang off, so it is usually the first thing you create. You can fill in just the essentials now and complete the rest from the profile later.

Tip

Setting up several participants at once? Bulk import participants from a spreadsheet instead, with their contacts, NDIS plan and budgets in the same run.

Open the create form

Go to Participants and select Add participant at the top right. The form opens in a side drawer.

The Participants list with the Add participant button at the top right, Status and Funding filters and a Search box, and a table of participants. — 1Add participant opens the create form.
2Filter the list by Status or Funding type, or search beside them.
3Select any row to open that participant.

Complete the form

Fields marked with a red asterisk are required. The rest can be added later from the profile.

Personal Information

Field	Required	Notes
First name	Yes
Middle name	No
Last name	Yes
Date of birth	No	Date picker
Gender	No	Select from list
Pronouns	No	Select from list
Ethnicity	No	Select from list
Primary language	No	Select from list
Primary diagnosis	No	Free text

Contact Information

Field	Required	Notes
Email	Yes
Phone	Yes
Support coordinator assigned?	No	Yes or No. Records whether the participant has an external support coordinator

Address

The section starts as a single full-width Address search box. Start typing and choose the match from the list that drops down; that one choice sets the street address, suburb, state and postcode together, which is why the other three fields are not on screen in this mode.

If the address cannot be found, select Enter address manually underneath. The row splits into four fields you fill in yourself: Address, Suburb, State (a dropdown of the states and territories) and Postcode. The link becomes Search for an address instead, so you can switch back at any time.

Address and Suburb are always required. A missing suburb shows Suburb is required.
State and Postcode are required as soon as there is a street address. Saving without a postcode shows Select an address from the dropdown, or use “Enter address manually” to set the postcode., and without a state the same message ending “to set the state.”
A postcode that isn’t a valid Australian postcode shows Enter a valid Australian postcode.

Reference Numbers

Field	Required	Notes
NDIS number	Yes	8 to 11 digits
Medicare number	No
Centrelink number	No

Save the participant

Select Create participant at the bottom of the drawer. The new participant is added and appears in the list, ready for you to build out their profile.

The bottom of the Create participant drawer showing the Cancel and Create participant buttons. — 1Create participant saves the record.

Tip

A new participant starts with the status Created and an NDIS Plan: not started alert. Add their plan next so shifts can be scheduled and claimed: Set up the NDIS plan.