Create the participant record once, properly: identity and NDIS number, contact and communication preferences, the people around them, plan management, and the rostering model that matches how they receive support. Everything downstream draws on it.
Capture each participant's key details up front with a guided onboarding flow.
Record how their plan is managed so billing and claims pick the right path.
Hold the NDIS number where it's needed, ready for agreements and claims.
New participants arrive with details scattered across referral emails, intake forms and someone's spreadsheet. Every field that never makes it onto the record comes back later as a rostering question, an invoice that cannot be sent or an agreement with blanks in it. Onboarding done properly once means the chasing stops there.
Open Clients and add the participant with their name, status and NDIS number. The number is checked as you type it, spaces and dashes included, and it can be added later if it is not confirmed yet. Add your own internal client reference, or let BondiByte generate one.
Record email, phone and mobile, the preferred contact method and best time to call, and any communication notes your team should know before picking up the phone. Residential and service delivery addresses are held separately, along with the participant's living arrangement.
Record the representative or guardian with their relationship and exactly what they are authorised to do, plus an emergency contact with a clear yes or no on after-hours calls.
Set whether the plan is Self Managed, NDIA Managed or Plan Managed, then keep the plan manager, support coordinator and local area coordinator details on the record alongside the NDIS plan reference.
Link the participant to a site or house, or give them their own standalone community roster. The finished profile opens with tabs for billing details, service agreements, documents, reports, sites and a full history.
Numbers are validated as 9 or 10 digits when entered, with pasted spaces and dashes handled for you, and a participant can be onboarded before their number is confirmed.
Preferred contact method, including via a guardian or support coordinator, best contact time, whether direct contact is OK, and free-text notes sit on the profile.
Record who acts for the participant and who to call in an emergency, including whether the emergency contact can be reached after hours.
Plan manager, support coordinator and local area coordinator details are held with the participant, ready for agreements, invoices and coordination work.
Roster the participant through a site or house, or give them their own standalone community roster area that appears in the roster selector under their name.
Creating the record writes the first history event, and every later change is recorded with who made it and when.
Managers set and change participant status, and deactivating a participant preserves the record while blocking further operational changes until they are reactivated. Both actions are logged.
Site-based and standalone rostering are mutually exclusive, and an active site assignment must be removed before standalone rostering can be switched on, so a participant is never rostered two ways at once.
Who can view and edit participant records follows your workspace roles and permissions, so onboarding detail is not open to everyone.
No. A participant can be created without one and the number added when it is confirmed. When it is entered, BondiByte checks it is a valid 9 or 10 digit number.
Enable standalone community rostering on their profile. The participant becomes their own roster area, shown in the roster selector under their name, without needing a site.
Deactivate the record. Everything is kept, the deactivation is logged in their history, and further operational changes are blocked until the participant is reactivated.
Yes. Preferred contact method, including via a guardian, representative or support coordinator, best contact time, whether direct contact is OK, and communication notes all sit on the profile.
Yes. Plan management, representative and contact details populate service agreement templates automatically, and the billing profile drives who each invoice is sent to.
Participant records with the detail NDIS operations need.
Clients & CoordinationRecord a participant's representative and exactly what they're authorised to do.
Clients & CoordinationEvery participant pays differently: agency managed, plan managed or self managed. The billing profile holds who pays, where the invoice goes and how it should arrive, and BondiByte checks it is complete before an invoice can be sent.
Clients & CoordinationKey changes to a participant are recorded with who did it and when.
Clients & CoordinationThe whole coordination job in one workspace: the caseload, billable case notes, plan budgets, goals, tasks, referrals, reports and claims, with a clear record of who did what for every participant.
Clients & CoordinationBudget burn rolls up funded amounts, consumed (billable) work, and what remains per participant.
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