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The participant profile
How the profile drawer is laid out, and how to edit the Details tab.
Last updated · 10 November 2026
Open a participant from Participants by selecting their row. Their profile slides in as a drawer over the register. It opens on the Details tab, with a row of tabs across the top for every part of the record. Each tab is its own section and saves on its own, so you can build the record up gradually.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
Mavis’s saved Details identify the participant and her own contact. Optional information can remain blank when it is not confirmed.
The tab rail
Available tabs appear in this order. Workspace features and your access can hide sections:
| Tab | What it is for |
|---|---|
| Details | Personal, contact, address and reference-number fields (the tab you land on). |
| Contacts | Family, guardians, plan managers and clinicians. |
| NDIS Plan | The plan number, dates, funding type and budgets. |
| Service Agreements | The supports you have agreed to deliver, and signing. |
| Consent | Capturing the participant’s consent. |
| Goals | The NDIS goals they are working towards. |
| Risks | Risks your workers should know about. |
| Preferences | How they like to be supported. |
| Utilisation | Read-only. Budget spend against allocation. |
| Financial | Read-only. Finance items on the way to a claim. |
| Shifts | Read-only. The participant’s shifts. |
| Tasks | Read-only. Tasks linked to the participant. |
| Incidents | Read-only. Incidents involving the participant. |
| Documents | Files attached to the record. |
| Progress notes | Workers’ shift notes and optional worker sharing. |
| Internal notes | Office coordination notes for your team. |
| Audit Trail | Read-only. The change history. |
The Shifts, Tasks, Incidents and Progress notes tabs show related records. Read incident and progress-note details here, and use their original work areas to correct or review them. Where worker-history features are enabled, eligible incident and progress-note rows also offer a sharing choice.
Edit the Details tab
The Details tab holds the same four sections as the create form, Personal Information, Contact Information, Address and Reference Numbers, so see Create a participant for the full field list and which ones are required. Whether the participant has an external support coordinator is the Support coordinator assigned? field under Contact Information; the coordinator themselves is recorded under Contacts. For an address correction, choose the complete address suggestion, or use Enter address manually and check Address, Suburb, State and Postcode together. Typing a street without choosing a suggestion does not confirm those other address fields. Change anything else you need, then select Save profile at the bottom of the drawer. You will see Participant updated.
Enlarge screenshot
Swipe across the enlarged image to read each part of the screen.
Check the complete address and NDIS number together. Save a Details correction with Save profile after reviewing it.
Keep at least one valid contact method when editing Details. Removing an email does not remove existing signed documents or the ability to cancel an outstanding signing request. New electronic signing requests need the participant’s own email, including when a representative signs.
If your role does not have edit access, the tab shows Read-only. Your role does not have edit access. and the fields are locked.
Note
Each tab saves independently. Saving the Details tab does not save anything you have changed on another tab, and vice versa, so save each tab as you finish with it.
The red Archive participant button appears when your role can delete participants. It is for participants who are no longer active: Archive a participant.
Export the participant record
On Details, select Export PDF in the drawer footer, then Download PDF in the Export participant PDF dialog. Save any edits first.
The PDF brings together saved profile tabs, including plans, agreements, goals, risks, activity, notes and the audit trail, subject to your access and enabled workspace features. Linked documents are listed; download their original attachments separately when needed.
Check the contents before sharing the export with the intended recipient.
Work through the profile for the first time
Start with Details and Contacts, then save the NDIS Plan before preparing Service Agreements. Capture consent, goals, risks and preferences from the information agreed with the participant. For example, record their communication preference before selecting it for sharing on a shift.
Use the arrows at either end of the tab rail to reach tabs that are off screen. If a tab is missing, check the workspace feature and your role with the workspace owner. An error loading a section is not an empty record; retry it before entering replacement information.
After saving a section, reopen it to check the result. Close an unsaved form only when you are ready to discard that work. For a correction, return to the section that owns the information: Save profile does not save an agreement or a plan.