AI Chatbot
The Plannor AI Chatbot has full read and write access to your organisation's data. Ask it questions, create records, schedule shifts, update details — all in plain English.
Availability: The AI Chatbot is available on Professional and Premium plans for Company Admins. Staff have a limited read-only version for looking up their own shifts and participant information.
Opening the Chatbot
Click the chat bubble icon in the bottom-right corner of any Plannor page. The chatbot panel slides open.
What the Chatbot Can Do
The chatbot is conversational — it asks for missing information before performing any action. Here's a full breakdown of its capabilities:
Participant Management
| Action | Example prompt |
|---|---|
| Find a participant | "Find Sarah Johnson" / "Search for NDIS number 430012345" |
| List all participants | "Show me all active participants" / "Which participants are near their budget limit?" |
| Create a new participant | "Add a new participant — her name is Emma Brown, NDIS number 430099999" |
| Update participant details | "Update Maria's phone number to 0412 345 678" |
| Get full profile | "Give me John's full details including medical conditions" |
| View medications | "What medications is Tom currently on?" |
| Summarise a participant thread | "Summarise the recent internal notes about Emma" |
Care Plans & Goals
| Action | Example prompt |
|---|---|
| Create a care plan | "Create a new care plan for Maria — Core Supports 2026, starting 1 July" |
| Add a funding line | "Add a daily personal activities funding line of $15,000 to Maria's care plan" |
| Search NDIS items | "Search for the NDIS support item for community access" |
| Add a goal | "Add a goal for John: improve independent living skills, target 30 June" |
| Update a goal | "Mark John's 'meal prep' goal as achieved" |
| List goals | "What active goals does Emma have?" |
| Add goal activities | "Add 3 activities to Emma's community access goal" |
Staff Management
| Action | Example prompt |
|---|---|
| Find a staff member | "Find Tom Wilson" / "Search for nurses on staff" |
| List all staff | "Show me all casual staff" / "Who is currently active?" |
| Add a new staff member | "Add a new staff member — Jane Smith, email jane@example.com, casual support worker" |
| Update staff details | "Update Tom's position to Team Leader" |
| Check compliance | "Which staff have first aid certificates expiring in the next 30 days?" |
| View work stats | "How many hours did Sarah work last month?" |
Shift Management
| Action | Example prompt |
|---|---|
| Schedule a shift | "Schedule Tom to support Maria this Friday from 9am to 1pm, community access" |
| Update a shift | "Change Maria's Friday shift to start at 10am instead" |
| Delete a shift | "Cancel Maria's shift on Friday" (requires confirmation) |
| Check today's attendance | "Who hasn't checked in yet today?" / "Show me all shifts today" |
| Find missing check-outs | "Which staff haven't checked out today?" |
Medications & Incidents
| Action | Example prompt |
|---|---|
| Add a medication | "Add Paracetamol 500mg twice daily for Maria, starting today" |
| Update medication | "Change Maria's Paracetamol dose to 1g" |
| Report an incident | "Log an incident — Tom had a fall at Maria's home today at 2pm, minor injury" |
| View incidents | "Show me all open incidents this month" |
Finance & Progress Notes
| Action | Example prompt |
|---|---|
| Budget utilisation | "How much of Maria's core supports budget has been used?" |
| Invoice stats | "How many invoices are overdue?" / "What's the total billed this month?" |
| Payroll stats | "What's the payroll total for last fortnight?" |
| Create a progress note | "Write a progress note for Tom's shift with Maria today — she was in good spirits and made lunch independently" |
| Find shifts without notes | "Which completed shifts from yesterday don't have progress notes yet?" |
How the Chatbot Works
The chatbot uses a function-calling approach — it understands your intent, determines which action to take, collects any missing required information by asking follow-up questions, then executes the action. You always see confirmation before any change is made.
Best practice: Be specific. Instead of "update participant", say "update Maria Santos' phone number to 0412 345 678". The chatbot will confirm the change before saving.
Always verify: AI systems can make mistakes. Review any records created or updated by the chatbot. Do not use the chatbot as the sole source of truth for clinical decisions.
Drafting Progress Notes with AI
The chatbot can write professional progress notes from your rough description:
1
Describe what happened: "Maria was happy today. We worked on meal prep. She made lunch herself for the first time with minimal prompting on the stove."
2
Ask: "Turn this into a formal progress note for Maria's shift today."
3
The chatbot returns a structured, professional note. Review it, then confirm to save it to the shift record — or copy it into the progress note form manually.
Chat History
Chat history is preserved during your current login session. Starting a new session begins a fresh conversation. Conversation logs are not stored permanently on the server.