For Admins and Managers: Use this article to review and update authorised participant profile information.
Staff members who need participant details changed should contact their administrator. They should not update participant records unless they have been authorised to do so.
Important: Participant profiles may contain confidential personal, contact, service, support, and health information. Only 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.
Open the Participant Record
Use the Filter participants search field to find the participant.
Click the participant row to open their profile.
The participant record opens with two main tabs:
Profile
Access control
Stay on the Profile tab to update participant details.
Update Basic Profile Details
In the top section of the Profile tab, update the participant’s main details.
Fields may include:
First Name
Last Name
ID
Phone Number
Email Address
Case Manager
Branch
Group
Site
Access Status
Use Access Status to control whether the participant is active or inactive.
Click Save after making changes.
Update Personal Information
Use the Personal Information section to update personal details.
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 update information that is relevant, accurate, and appropriate for your organisation to store.
Click Save after making changes.
Update School Details
Use the School Details section if the participant has school or education-related support needs.
Fields may include:
Address
Start Time
End Time
Drop Off Time
Pick Up Time
Transportation
This helps staff understand school schedules, transport arrangements, and related support requirements.
Click Save after making changes.
Update Support Details
Use the Support Details section to update support and service-related information.
Fields may include:
Default Organisation Type
NDIS
Support Contacts
Care & Training Requirements
OPG Details
Public Trustee Details
This section helps staff understand the participant’s support network, billing context, and care requirements.
Click Save after making changes.
Update Medical Information
Use the Medical Information section to update relevant health information.
Fields may include:
Diagnoses
Medication
Allergies
Only add or update medical information that is relevant and approved for staff to access.
Click Save after making changes.
Update Rostering Information
Use the Rostering section to add or update rostering-related notes.
Fields may include:
Requirements
Use this field to record important support considerations, shift requirements, or instructions that help staff prepare for rostered shifts.
Click Save after making changes.
Important: Confirm that you selected the correct participant and reviewed all changes before saving. Updates may affect participant access controls, rostering, forms, service delivery, reporting, and linked records.
Confirm the Changes
After saving, review the updated participant profile.
Check that important details are correct, especially:
Participant name
Contact details
Case manager
Branch, group, or site
Access status
NDIS or support details
Medical notes
Rostering requirements
Important Notes
First Name and Last Name are important identifiers across the system.
Save each section after making changes.
Participant profile details may affect rostering, shift notes, invoicing, reporting, and safeguarding workflows.
Only add personal, medical, or sensitive information when it is relevant and appropriate.
Updating the Profile tab does not automatically update Access control rules.
Use the Access control tab if you need to manage who can view the participant.
Only update information that is relevant, accurate, and authorised for the participant record.
Review personal, support, medical, and rostering details carefully before saving.
Do not include unnecessary personal, medical, incident, or confidential details.
Check participant access controls after major profile changes where access may be affected.
If a participant may already have another record, check for duplicates before creating or updating information.
Follow your organisation’s privacy and data-handling process before sharing or changing sensitive details.
Troubleshooting
If you cannot edit a participant profile:
Confirm you have permission to edit participant records.
Refresh the page and try again.
Ask an administrator to review your access.
If changes are not saving:
Check for required fields that may be missing.
Review any highlighted validation messages.
Confirm phone numbers, email addresses, or dates are in the correct format.
Save the section again.
If the participant does not appear in another area:
Confirm the participant’s Access Status is active.
Check the participant’s Access control tab.
Review any service availability restrictions.
Confirm the participant has not been archived.
If staff cannot see updated information:
Ask them to refresh the page.
Confirm they have permission to view the participant.
Review any access rules that may limit visibility.