Open Participants
From the left navigation menu, click Participants.
This opens the Participants page, where you can manage the people your organisation supports.
Review the Participants List
The Participants page shows participant records in a table.
The table may include:
Name
Case Manager
Organisation
Branch
Access
Status
You can use this page to quickly check who is active, archived, public, or linked to a case manager.
Search or Filter Participants
Use the Filter participants search field to find a participant by name.
You can also use:
Active tab
Archived tab
Filters button
These options help you narrow the list when managing a large number of participant records.
Open a Participant Profile
Click a participant from the table to open their profile.
From the participant profile, you can view and update their details, depending on your permissions.
Create a New Participant
To create a new participant, click New Participant.
This opens the participant profile form.
At a minimum, the required fields are:
First Name
Last Name
You can add more details during setup or return later to complete the profile.
Complete the Participant Profile
In the Participant Profile section, add the participant’s basic information.
Fields may include:
First Name
Last Name
Phone Number
Email Address
Case Manager
Branch
Group
Site
Account Status
Use Account Status to control whether the participant is active or inactive.
Add Personal Information
In the Personal Information section, add any relevant personal details.
This may include:
Gender
Pronouns
Date of Birth
Address
Cultural Identity
Reference numbers
Family Contact Details
Contacts
Only complete the fields that are relevant to your organisation’s process.
Add School Details if Needed
If the participant is connected to a school or education setting, complete the School Details section.
Fields may include:
Address
Start Time
End Time
Pick Up Time
Drop Off Time
Transport
Add Support Details
Use the Support Details section to record care and support information.
This may include:
Disability Type
NDIS
Support Contacts
Care & Training Requirements
OPG Details
Public Trustee Details
This section helps staff understand the participant’s support network and care needs.
Add Medical Information
Use the Medical Information section to record relevant medical details.
Available areas may include:
Diagnoses
Medication
Allergies
Only add information that is relevant and appropriate for staff to access.
Add Rostering Information
Use the Rostering section to add details that help with scheduling and support planning.
This may include participant requirements that should be considered when creating or assigning shifts.
Save the Participant Profile
Click Save after completing or updating a section.
Some sections have their own Save button, so make sure you save each area you update.
Important Notes
The Participants section stores important information about the people your organisation supports.
The available fields may depend on your organisation’s configuration.
Only First Name and Last Name are required for a quick participant creation.
Additional details can be added later.
Sensitive information, such as medical or support details, should only be entered when needed.
Use the Active and Archived tabs to manage current and archived participant records.
Permissions may control which participant details a user can view, create, or edit.
Remember to click Save in each section after making changes.
Troubleshooting
If you cannot see the Participants section:
Check that your role has access to Participants.
Ask an administrator to review your permissions.
If you cannot create a new participant:
Confirm you have permission to create participant records.
Refresh the page and try again.
Ask an administrator to check your access.
If the Save button is not working:
Make sure all required fields are completed.
Check that the required First Name and Last Name fields are filled in.
Refresh the page and try again.
If a participant does not appear in the list:
Check the Active and Archived tabs.
Clear any active filters.
Search by the participant’s name.
Confirm the participant has not been archived.
If you cannot see medical, support, or care information:
Your role may not have permission to view sensitive details.
Ask an administrator to review your access level.