For Admins and Managers: Use this article to create a new participant record and add authorised participant information.
Staff members who need a participant record created or updated should contact their administrator. They should not create participant records unless they have been authorised to do so.
Important: Participant records may contain confidential personal, contact, service, support, and health information. Only create, view, edit, export, or share participant information you are authorised to access.
Open Participants
From the left navigation menu, go to People & Places.
Click Participants.
The Participants page will open.
Important: Check that the participant does not already exist before creating a new record. Duplicate records may affect rostering, forms, service delivery, reporting, and participant access controls.
Click New Participant
Click New Participant in the top-right area of the Participants page.
This opens the participant creation form.
Enter Required Details
Complete the required fields first.
Required fields may include:
First Name
Last Name
These fields are needed to create the participant record.
Use the participant’s correct name so the record is easy to identify across the platform.
Add Basic Profile Details
Add any available profile details that are relevant to the participant.
Fields may include:
ID
Phone Number
Email Address
Case Manager
Branch
Group
Site
Access Status
Use Access Status to confirm whether the participant should be active in the system.
Set the participant to active if they should be available across relevant workflows.
Add Personal Information
Complete the Personal Information section if these details are required by your organisation.
Fields may include:
Gender
Pronouns
Date of Birth
Address
Cultural Identity
Drivers Licence Number
Centrelink Number
Medicare Number
Medicare Expiry Date
Tax File Number
USI
Commencement Date
End Date
Family Contacts
Contacts
Only add information that is relevant, accurate, and appropriate for the participant record.
Add School Details
Use the School Details section if the participant attends school or has education-related support needs.
Fields may include:
Address
Start Time
End Time
Drop Off Time
Pick Up Time
Transportation
This information can help staff understand the participant’s school schedule and transport arrangements.
Add Support Details
Use the Support Details section to record support and service-related information.
Fields may include:
Default Organisation Type
NDIS
Support Contacts
Care & Training Requirements
OPG Details
Public Trustee Details
This information helps staff understand the participant’s support network, billing context, and care requirements.
Important: Only add health or medical information that is relevant, necessary, and authorised for staff access. Do not include unnecessary sensitive details.
Add Medical Information
Use the Medical Information section to record relevant health information.
Fields may include:
Diagnoses
Medication
Allergies
Only enter medical information that is relevant and approved for staff to access.
Add Rostering Information
Use the Rostering section to add details that support scheduling and shift planning.
Fields may include:
Requirements
Use this field to record important rostering notes, support considerations, or specific requirements staff should know before a shift.
Save the Participant Record
After completing the required fields and any relevant optional sections, click Save.
The new participant record will be created and can be opened from the Participants list.
If the participant does not appear immediately, refresh the page or search for their name.
Important Notes
First Name and Last Name are required to create a participant.
Add optional details only when they are relevant to your organisation’s processes.
Participant records may be used across rostering, shift notes, invoicing, reports, and child safety workflows.
Make sure contact, NDIS, support, and medical information is accurate before saving.
Access and visibility may still depend on the participant’s Access control settings.
Save each section after making changes, if separate Save buttons are shown.
Confirm the participant’s name, date of birth, contact details, and key identifiers before saving.
Only enter information that is relevant to the participant’s care, support, service delivery, or authorised administration.
Do not create a second participant record if an existing record may already be available.
Review participant access controls after creating the record to confirm the correct staff can view it.
Save changes after each section where the platform requires it.
Follow your organisation’s privacy and data-handling process before adding or sharing sensitive information.
Troubleshooting
If you cannot see New Participant:
Check that you are on People & Places > Participants.
Ask an administrator to confirm your role permissions.
Refresh the page and try again.
If the participant will not save:
Make sure First Name and Last Name are completed.
Check for any required fields highlighted on the form.
Review field formatting, such as phone number or email address.
Refresh the page and try again.
If the participant does not appear in the list:
Search for the participant using Filter participants.
Check the Active and Archived tabs.
Confirm the participant was saved successfully.
Check whether access rules are limiting your visibility.
If staff cannot see the new participant:
Open the participant record.
Check the Access control tab.
Review service availability and access rules.
Remember that Deny rules override Allow rules.