Participants register

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.

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Swipe across the enlarged image to read each part of the screen.

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Add participant and Import both require permission to add participants. If your role does not have it, ask the workspace owner to review your access.

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.

For example, to find plan-managed participants still being set up, choose Plan-managed in Funding and the relevant Status, then read Alerts on each matching row. To find one known person, return both filters to All before searching their name. A filter narrows the visible register; it does not change the participant’s saved status.

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 plan, or a Mixed plan with an active plan-managed pool, has neither a plan manager nor a coordinator acting as one.
• Stated support: missing codes after an agreement is saved, when an active Stated pool has no agreed support codes or has an uncoded support.

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.

Start with the right person

1. Confirm the workspace, set Status and Funding to All, and search for the person’s name, NDIS number or contact details.
2. Select the matching row and check Details before changing anything. For example, compare the address as well as the name when two participants share a surname.
3. Work through the profile tab that owns the missing information. After saving, check the register’s status and alerts again.

The register opens in name order. Use its pager to see more matches. If a record is missing, clear the filters before creating a new participant. Duplicate email and phone checks include archived records, so a hidden archived record may still block a new one. Ask the workspace owner to review a conflict rather than changing a real contact detail to bypass it.

A green Complete badge means none of the listed setup alerts apply. It is not approval of every future shift, price, claim or payment.