# Participant Records Report Source: https://docs.astalty.com.au/guide/reports/participant-records-report > Review Participant records and their expiry dates. Astalty Premium - This feature is part of the Astalty Premium plan. See What Premium includes. Open [**Reports > Participants > Participant Records**](https://app.astalty.com.au/reports/participants/records). > **Who can see this report** > > **Admins** and **Managers** can view records for all Participants. **Team Members** only see records for their own Participants, even when they can access all Participants elsewhere in Astalty. **Support Workers** cannot open Reports. ## Report Overview This report shows one row per Participant record, including current, expired and archived records, plus a **Missing** row for each required record a Participant does not have. Records are set up as described in [Participant Records](https://docs.astalty.com.au/guide/participants/participant-records). A record type is required for a Participant when it is required for all Participants, required for a tag the Participant has, or required on one of the Participant's services: - For a record type required for all Participants or by tag, a **Missing** row appears when the Participant has no **Current** record of that type. An expired or archived record does not count, so the Participant can have both an **Expired** row and a **Missing** row for the same type. - For a record type required on a service, a **Missing** row appears when no record of that type is attached to that service. When a new, current Participant record of the same record type is added with its own expiry date, the old expired record shows as **Superseded** here instead of **Expired**, so **Expired** only lists records that still need action. If the expired record is attached to a Plan Service, the new record has to be on that same Plan Service to supersede it. The Participant's own Records page still shows that record as **Expired**, since that's true of that specific document. Only active Participants are included until you change the **Participant Status** filter. "Your own Participants" (**My Participants**) are the Participants you are the Primary Coordinator for, plus those where you are the Service Coordinator on a service that is running today. ![The Participant Records Report with the Participants switch set to All Participants, and a table listing each record's Status (Current, Expired or Missing), Participant, Coordinator, Record Type, Issue Date, Expiry Date and Signature Status.](https://docs.astalty.com.au/assets/participant-records-report-overview.png) ## Report Columns ### Status **Current**, **Expired**, **Superseded**, **Missing** or **Archived**. A record is **Expired** when its record type expires and its expiry date has passed, unless a new, current record of the same type has since been added, in which case it shows as **Superseded**. ### Participant The Participant the record belongs to. ### Coordinator The Primary Coordinator for the Participant. This column only shows when you are viewing **All Participants**. ### Record Type The type of record. A record required by a Service shows the Service name below the Record Type. An exempt requirement shows its reason there too, followed by the person who set the exemption when available. ### Issue Date The issue date of the record. ### Expiry Date The expiry date of the record. ### Signature Status The record's signature status: **Not Sent**, **Awaiting Signatures**, **Signed** or **Not Required**. Missing rows show a dash. ### Record Menu (3 Dots) Whether a record exists or a required record is missing, you'll have access to a menu per record for that Participant, via the three dots at the end of the row. - Use **View Record** on an existing record to make changes or send it for signing. - Use **View Participant Records** for both existing and missing records. If a record is missing, use this to open the Records page of the Participant's profile, where you create the missing record. The report opens sorted by Participant name. Click a column header to sort by that column instead, for example to find **records nearing expiry, unsigned documents, or records by Participant or coordinator**. ![The Participant Records Report with the Expiry Date column header highlighted and sorted ascending, and an arrow running down the column to show the earliest expiry dates listed first, starting with two Expired Support Plans.](https://docs.astalty.com.au/assets/participant-records-expiry-1-guide.png) ## Available Filters To apply filters, click **Filter** and select the filter you'd like to use. ### Search Search for a Participant by name. ### Record Type **Record Type** shows Records of the selected types. ### Status Filter the report by record status: **Missing**, **Expired**, **Superseded**, **Current** or **Archived**. For example, choose **Missing** to find every required record that has not been added. With no status chosen, all statuses are listed. **Exempt** is also available. It means the Service requirement has been deliberately [exempted](https://docs.astalty.com.au/guide/participants/participant-records#exempting-a-record-required-by-charge-items) and is not outstanding. ### Belongs To Use **Belongs To** to show requirements attached directly to the **Participant**, or requirements attached to a **Service**. ### Expiry Choose **This month** to find current records that expire between today and the end of this month, or **Next month** for current records that expire during next month. Records that have already expired are not included. ### Primary Coordinator **Primary Coordinator** shows Records for a selected coordinator's Participants. Choose **Unassigned** for Participants with no Primary Coordinator. ### Service Coordinator **Service Coordinator** shows Records for Participants with the selected coordinator on a Service in their current Plan. Choose **Unassigned** when no Service on the current Plan has a Service Coordinator. **Primary Coordinator** and **Service Coordinator** appear when Participant filters are enabled and you can view records for all Participants. A **Region** filter appears when Regions are enabled and you can view all regions. ### Team **Team** shows Records for Participants coordinated by members of the selected Teams. It appears when Teams are enabled and you can view all Teams and all Participant Records. ### Participant Status Choose **Active**, **Archived**, or both to include archived Participants. With no choice made, only active Participants are listed. ### Signature Status Show records that are **Not Sent**, **Awaiting Signatures**, **Signed** or **Not Required**. Missing rows have no record, so they are hidden while this filter is set. ### View records for If you can view records for all Participants, use the **Participants** switch to choose **All Participants** or **My Participants**. It opens on **All Participants**. Team Members do not see the switch and always see their own Participants. ## Video Overview Here is a video overview of this process Video walkthrough: participant records report.