Participants register

Filter or search the register, read the columns and alerts, and open a profile.

Last updated · 2 August 2026

A participant record is the single source of truth for the person you support: their details, NDIS plan and funding, agreements, consent, goals, risks, contacts and notes. Shifts, invoices and claims all link back to it. You will find everyone under Participants , listed in the register.

The Participants register: a Status filter, a Funding filter and a Search box at the top left, a participant count at the right, a table with Participant, Status, NDIS number, Plan end, Funding and Alerts columns, and Import and Add participant buttons at the top right. — 1 Import brings in many participants at once from a spreadsheet.
2 Add participant opens the create form for one.
3 Filter by Status or Funding, with the Search box just to their right.
4 Alerts: outstanding items for that participant, or a green Complete badge when there are none.
5 Select any row to open that participant's profile.

Both buttons need your role to have permission to create participants; if it doesn’t, neither appears.

Filter or search the register

Two dropdowns and a search box narrow the list, and all three apply instantly:

Status filters by where the participant is up to: All, Created, Plan set, Agreement sent or Active. Archived participants are not in the register and there is no Archived option here.
Funding filters by how the plan is managed: All, Plan-managed, NDIA-managed, Self-managed or Mixed.
Search sits beside the two dropdowns. Type any part of a participant’s details, for example a name, an NDIS number or a suburb, and the list narrows as you type. It works alongside the filters rather than replacing them, so a search runs within whatever Status and Funding are set to.

The count at the top right (for example 11 participants) updates to match the filters and the search.

The columns

Column	What it shows
Participant	The participant’s full name.
Status	Created, Plan set, Agreement sent or Active.
NDIS number	The participant’s NDIS number.
Plan end	The current plan’s end date, or Not set if there is no plan yet.
Funding	Plan-managed, NDIA-managed, Self-managed or Mixed.
Alerts	Outstanding setup items, or a green Complete badge when there are none.

The Alerts column

The Alerts column tells you, at a glance, what each participant still needs before they are ready for shifts and claiming. You may see:

NDIS Plan: not started when the participant has been created but has no plan yet.
Service agreement: not started once the plan is saved but no agreement exists.
Service agreement: draft not sent when an agreement has been drafted but not yet sent for signing.
Service agreement: awaiting signature when the agreement has been sent and is waiting on signatures.
Coordinator: unassigned when a support coordinator is flagged but none is recorded.
Plan manager: unassigned when a plan-managed participant has no plan manager.
Stated support: missing codes when a Stated budget has no NDIS support codes on the agreement.

When none of these apply, the column shows a green Complete badge.

Open a profile

Select any row to open that participant’s profile. It slides in from the side as a drawer over the register, with a row of tabs for every part of their record. Closing the drawer returns you to the list.

Tip

Starting a new participant? Select Add participant at the top right: Create a participant. Setting up several at once? Select Import instead: Bulk import participants. To work through an existing record, see The participant profile.