Participant Notes Export

The Participant Notes Export compiles Participant notes into a single file. You can export as a CSV for reporting and analysis, or as a PDF for a formatted, readable record you can share.

Finding the Notes Export

Head to the Exports page in Astalty, click Create Export, and select Notes under Participants.

Creating an Export of Participant Notes

Once you're in the Notes Export, use the Export Filters to refine what's included, then choose the format and options you want.

Export Filters

All filters are optional unless noted. Leaving a filter blank means it is not applied.

• From and To — limit the export to notes created within a date range. If you set only a To date, every note up to that date is included.
• Select a Participant — the Participant whose notes you want to export. For a CSV this is optional; leaving it blank exports notes for all Participants you have access to. For a PDF a Participant is required.
• Select a Team Member — only include notes written by a particular team member. This filter is available for CSV exports only, and includes deactivated users.
• Source — limit the export to notes recorded against a Support or a Task. This filter appears if you have Scheduling.

Export Format

Under Export Format, choose CSV or PDF.

The PDF option only becomes selectable once you have chosen a Participant, because a PDF is always produced for a single Participant.

Export Options

• Include formatting — appears for CSV exports only. Note content is always written to the CSV as plain text with formatting stripped, so ticking this box does not change the file. We recommend leaving it unticked.
• Exclude check-ins — if selected, notes that were recorded as a check-in are left out of the export. This option appears only if check-ins are enabled on your account.

PDF exports keep the original formatting of each note, so there is no formatting option to choose.

Export Reason

If your organisation requires a reason for exports, a Reason field appears at the bottom of the form. Enter why you are running the export before creating it.

Generating the Export

Click Create Export. Exports are queued and generated in the background, so you do not need to stay on the page while it runs.

Downloading the Export

When the export is ready it will appear on the Exports page where you can click Download to save it to your device.

Understanding the exported CSV file

The CSV contains one row per note, with the following columns:

• Date — the date and time the note was created
• NDIS Number — the NDIS number of the Participant the note relates to
• Participant First Name
• Participant Last Name
• Task Name — the Task the note was recorded against, if any
• Content — the text of the note
• Created By — the team member who wrote the note
• Check In Recorded — whether the note was recorded as a check-in
• Check In Date — the date and time of the check-in, if there was one
• Check In Type — the type of check-in recorded

Rows are grouped by Participant, with the most recent notes first.

Understanding the exported PDF file

The PDF shows each note as its own block, newest first, headed by your organisation's logo. Each note includes:

• Date — the date the note was created
• Written By — the team member who wrote the note
• Task — shown only when the note is attached to a Task
• Check-in Type — shown only when the note was recorded as a check-in
• The full note content, with its original formatting preserved

The PDF does not include the Participant's NDIS number or the check-in date. If you need those details, use the CSV.

Things to know

• Only Admin users with export access can create exports.
• Both formats respect note visibility rules, so an export only ever contains notes you are already able to see in Astalty.
• Dates and times are shown in your organisation's timezone.
• Archived Participants can be selected, so you can still export notes after a Participant has been archived.
• The CSV is named after the selected Participant. If no Participant is selected, it is named using the date the export was created.
• If a PDF export is very large it may fail to generate. Narrowing the date range and running a few smaller exports is the quickest way around it.