Creating Participants

A Participant profile is the central record for everyone you support. It holds their personal and contact details, NDIS plan, supports, documents, and notes. This page covers how to create one.

To add a Participant, go to the Participants page and select Add Participant.

Required Information

You only need two things to create a Participant: a first name and a last name. Every other field is optional, so you can start with the basics and fill in the rest later from the Participant's profile.

Primary Coordinator

If you have permission to create Participants for other team members, you can set the Primary Coordinator — the Support Coordinator or staff member who will work with this Participant the most. If you don't have that permission, you're set as the Primary Coordinator automatically.

Tick Send a notification to the new Primary Coordinator to let them know they've been assigned.

Contact Information

Use this section for the Participant's own contact details. If their main point of contact is someone else, such as a parent or guardian, leave these fields blank and add that person as a Contact once the profile has been created.

Reference Numbers

Reference Numbers store the identifiers you may need when providing supports, including the Participant's NDIS, Medicare, and Centrelink numbers.

NDIS Number

If you provide NDIS supports, enter the Participant's unique NDIS number here. It appears on invoices and fills any NDIS placeholders in your templates, so it's required to invoice their NDIS supports.

Participants Without an NDIS Number

If the Participant isn't NDIS funded, tick This Participant does not require an NDIS number. Leave it unticked and an NDIS number is required.

Ticking this option lets you skip the NDIS number and still finalise your invoice batches.

Duplicate NDIS Numbers

If Astalty reports that the NDIS number is already taken, another active or archived Participant is using that number.

To find who's using it, search for the number in the Participants table.

If no one appears, the Participant may have been archived. See Archiving and Restoring Participants to learn how to find archived Participants.

Some accounts allow duplicate Participant profiles. On those accounts, the warning includes an acknowledgement that lets you continue with the duplicate number. If that option is not enabled for your account, the number remains blocked and you need to restore or update the existing Participant instead.

The Sample John Doe Participant

Your account may include a sample Participant named John Doe so you can explore the platform with realistic data. When sample data is enabled for a new account, the profile includes:

• The account owner set as the Primary Coordinator
• A Charge Item, Level 2 Support Coordination (reference SC-L2)
• An NDIS plan covering the current calendar year
• A self-managed Level 2 Support Coordination service of 48 hours (around $4,806.72)
• A Sample Profile alert explaining that it's an example