Before you start
- Have the referral source, participant details and contact permission ready.
- Confirm whether the person is ready for intake or should remain waitlisted.
- Avoid creating a duplicate participant record.
Step 1
Create or open a referral
Go to Referrals and add the referral details, source, status, contact information and any notes about service needs.
Step 2
Move through the referral status
Use the status workflow to show whether the referral is received, acknowledged, assessing, accepted, declined, waitlisted or completed.
Step 3
Add a waitlist entry when capacity is not available
Open Participants, then Waitlist when the person is suitable but cannot start immediately. Keep priority, expected start timing and notes current.
Step 4
Convert to participant when accepted
When intake is approved, convert the referral or waitlist entry to a participant record. Review the created profile and fill any missing details.
Step 5
Create follow up tasks
Add tasks for consent, plan upload, service agreement, welcome pack and first appointment so intake does not stall.
What you should have now
Referral and waitlist work stays visible, and accepted referrals become clean participant records.