Participant Record Types

Participant Record Types

Participant Record Types define the Records tracked for Participants. The default Admin role can create, edit, archive, and delete types. Managers and Team Members can view them by default; Support Workers cannot access these settings.

Creating Record Types

1. Open Participant Settings.
2. Select Create Participant Record Type.
3. Enter a Name and configure the options.
4. Select Create.

Available options are:

• Has expiry date requires an expiry on every Record of this type.
• Required record requires it for all Participants.
• Required for some participant tags requires it only for Participants with any selected Tag.
• Required when a service uses these charge items requires a separate Record for each current or upcoming Plan Service that uses any selected Charge Item Set or Charge Item. The requirement is tracked against that Service in the Participant Records Report, and can be exempted on that Service when it doesn't apply.
• Documents required prevents creating or updating a Record without at least one Document.
• With Scheduling, Visible to Support Workers exposes Records of this type in the mobile app.

For a new configuration, Required record cannot be combined with either targeted requirement. The Participant Tag and Charge Item requirements can be used together. If an existing type was already saved with Required record and a targeted requirement, it keeps that combination until you clear one of them; its existing controls remain available while you edit it.

A type cannot be deleted after it has been used by a Participant Record. The deletion blocker lists every Participant linked to a Record of that type, each tagged Archived if the Participant themself is archived. Archive the type instead to keep it for existing Records.

Archiving a Record Type

Select Archive from a Record Type's row menu, or Archive instead from the blocked-deletion drawer. Archiving stops staff creating new Records of that type and drops it from the required-record count; existing Records are unaffected. Unarchive at any time to reverse it.

The table shows only Active types by default. Use the Status filter to switch to Archived or All.

Starting From The Suggested Record Types

Select Browse the library from the create form, choose one or more suggestions, then add them. A suggestion is disabled when a Record Type with the same name already exists, ignoring capitalisation.

What You Can Add

All five suggestions are required, require Documents, and are not visible to Support Workers. Adding them can immediately create missing-Record indicators for Participants. Added types are ordinary Record Types and can be edited later.

Creating Records Walkthrough Video