1
Open the new participant form
Go to Participants, then choose New Participant. Use manual entry when you already have the intake information, or use plan upload if the NDIS plan PDF should populate the record.
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Participants and caseload
How to add a participant
Create a participant record with contact details, NDIS number, funding route, guardians, emergency contacts and staff assignment.
Coordinators, therapists, admins and managers
8 minutes
App area: /dashboard/participants/new
Before you start
Check these items before changing participant, billing or compliance records.
- Have the participant name, preferred name, date of birth and NDIS number ready.
- Collect phone, email, address, emergency contact and guardian or nominee details.
- Confirm funding management type: NDIA managed, plan managed or self managed.
Steps
Follow this workflow.
2
Enter identity and contact details
Add first name, last name, preferred name, NDIS number, date of birth, gender, phone, email and address. Use the exact NDIS number format from the participant plan when available.
3
Add representative and emergency details
Enter guardian, nominee, supported decision maker and emergency contact details where relevant. These details help staff contact the right person quickly.
4
Set funding and billing route
Choose the funding type and add plan manager or self managed billing details. This makes future invoice routing easier.
5
Assign staff and save
Assign the primary coordinator or therapist, set the participant status and save. Open the profile after saving to confirm the overview is complete.
Expected outcome
The participant profile exists and is ready for plans, notes, documents, goals, providers and billing.
Related CordoCare guides
How to upload an NDIS plan with AI
Upload a participant NDIS plan PDF, review extracted details, check budget categories and create the plan safely.
How to manage a participant profile
Use the participant overview, tabs, contact actions and profile completeness checks to keep records current.
How to assign and manage a participant caseload
Assign coordinators, use caseload filters, bulk reassign participants and keep scoped access correct.
Related feature pages
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