Open Participants
From the left navigation menu, go to People & Places.
Click Participants.
The Participants page will open.
Review the Participants List
The participant list displays records in a table.
The table includes:
Name
Case Manager
Organisation
Branch
Access
Status
Use this table to quickly check who the participant is, who manages their record, what organisation type they belong to, whether they are assigned to a branch, and whether they are active.
Switch Between Active and Archived Participants
Use the tabs at the top of the list to switch between participant groups.
Available tabs include:
Active
Archived
Use Active to view participants currently available in the system.
Use Archived to view participants that are no longer active but still have historical records saved.
Search for a Participant
Use the Filter participants search field to find a participant.
You can search by visible participant details, such as the participant’s name.
This is useful when your organisation has many participant records.
Apply Filters
Click Filters to narrow the participant list.
Filters help you find specific participant records faster.
After applying filters, review the updated participant table.
Open a Participant Record
Click a participant row to open their participant profile.
The participant record contains detailed information, including:
Profile details
Personal information
School details
Support details
Medical information
Rostering details
Access control settings
Participant records may be used across rostering, shift notes, invoicing, reports, and child safety workflows.
Create a New Participant
Click New Participant to start adding a new participant record.
This opens the participant creation workflow, where required details must be completed before the record can be saved.
For detailed steps, see Create a New Participant.
Important Notes
The Participants page only shows records you have permission to view.
Active participants are available for use across relevant areas of the system.
Archived participants are removed from active use, but their historical records remain saved.
Participant visibility may be affected by Access control settings.
Participant records may be used in rostering, shift notes, invoicing, reports, and safeguarding workflows.
Troubleshooting
If you cannot see the Participants page:
Check that you have access to People & Places > Participants.
Ask an administrator to review your role permissions.
If a participant does not appear in the list:
Check both the Active and Archived tabs.
Use the Filter participants search field.
Clear any filters that may be hiding the record.
Confirm the participant has not been archived.
Check whether access rules limit your visibility.
If you cannot open a participant record:
Refresh the page and try again.
Confirm you have permission to view participant details.
Ask an administrator to check your access.