- Administration
- Imports
- Participant Import
Participant Import
Overview
This user guide article outlines the process of accessing and completing the Participant Import. See the instructions below to complete this process.
Accessing the Import
Head to the Import option within the Settings menu to view the Participant Import option.
Once in this menu, simply select Participants.
Completing the Import
How to use the Participant Import
- Decide whether you need automatic linking. If you want Primary Coordinators or Plan Managers matched during import, set up Users and Plan Managers first via the User Import and Plan Managers Import. If no link is required, or you will link them manually in Astalty later, you can import Participants first.
- Read the Import Requirements below.
- Click Download Template in the top right to download the Participant Import Template.
- Populate the template with your Participants' information. Example rows in the template show the kinds of values each column accepts.
- Remove the example data from the template.
- Upload the completed template below.
- Once the import is complete, the account owner will receive a notification email with any import errors.
Import Requirements
- Users and Plan Managers must already exist when you want them linked during import. Import Users first for Primary Coordinators, and then Plan Managers for plan-managed Participants. See User Import and Plan Managers Import. If no link is required, or you wish to manually link them in Astalty afterwards, you can add Participants first.
- These fields are required (marked with
*in the template):- First Name
- Last Name
- Participant mobile numbers must be unique across your account and within the import file. If siblings share a phone number or email, put the shared details in the Additional Contacts column instead of duplicating them on each Participant row.
- All dates must use the format dd/mm/yyyy (for example
10/08/2026). - The Primary Coordinator Email must match a User already in Astalty. If the email does not exist or is not provided, the imported Participant will not be assigned a Primary Coordinator.
- The Plan Manager Invoice Email must match a Plan Manager's invoice email already in Astalty to automatically link them. If no matching Plan Manager is found, the Participant is still imported and a note is logged on that row.
- The NDIS Number must be 9 digits and start with
43or5. It is used as a unique identifier — if a Participant with that NDIS number already exists, or the same NDIS number appears twice in the file, that row will fail validation. - The supported values for Gender are: Male, Female, Non-binary, Other, Prefer not to say
- The supported values for Sex are: Male, Female, Another term
Template columns
The downloadable template includes the following columns (required columns are marked with *):
| Column | Notes |
|---|---|
| First Name* | Required |
| Middle Name | Optional |
| Last Name* | Required |
| Preferred Name | Optional |
| NDIS Number | 9 digits, must start with 43 or 5; must be unique |
| External ID | Optional external reference |
| Gender | Male, Female, Non-binary, Other, Prefer not to say |
| Sex | Male, Female, Another term |
| Date of Birth | dd/mm/yyyy |
| Optional participant email | |
| Phone | Optional landline |
| Mobile | Must be a valid mobile and unique in your account |
| Preferred Contact Method | Call Mobile, Call Phone, Email, SMS, Video Call |
| Pronouns | Free text (for example He/Him, She/Her, They/Them) |
| Preferred Language | Free text (for example English, Auslan, Mandarin) |
| Primary Coordinator Email | Must match an existing User email to assign the Primary Coordinator |
| Plan Manager Invoice Email | Must match an existing Plan Manager invoice email to link them |
| Self Managed Invoice Email | Optional invoice email when the Participant is self-managed |
| Ethnicity | Optional |
| Medicare Number | Optional |
| Centrelink Number | Optional |
| Status | Enter inactive to archive the Participant on import; leave blank or use another value to keep them active |
| Address 1 | If provided, Postcode and State are also required |
| Address 2 | Optional |
| Address 3 | Optional |
| Suburb | Optional |
| Postcode | Required when Address 1 is provided |
| State | Australian state or territory (for example QLD, NSW, VIC); required when Address 1 is provided |
| Country | Optional (for example Australia) |
| Primary Diagnosis | Optional |
| Secondary Diagnosis | Optional |
| Current Plan Start Date | dd/mm/yyyy; must be on or after 01/01/2020 |
| Current Plan End Date | dd/mm/yyyy; required when a start date is provided, and must be after the start date |
| Is Pace Plan (Y/N) | Y, Yes, N, or No |
| Commencement Date | dd/mm/yyyy |
| Date Archived | dd/mm/yyyy |
| Exit Date | dd/mm/yyyy |
| Exit Reason | Optional (for example Moved interstate) |
| Additional Information | Imported into a custom information item |
| Additional Contacts | Imported into a custom information item (useful for shared sibling contacts) |
| Tags | Comma-separated (for example Complex,High Risk) |
If you have any questions, please contact imports@astalty.com.au before starting your import.
Troubleshooting
If you encounter any issues during the import process, please contact imports@astalty.com.au for assistance.