Document Management
Plannor's document module gives you a secure, organised place to store all files related to your participants and staff — NDIS plans, assessments, contracts, identification, signed agreements, and more.
Where Documents Live
Documents in Plannor are stored in two places:
- Participant Documents — Files specific to a participant (accessed from their profile → Documents tab)
- Staff Documents — Files for a staff member (accessed from their profile → Documents tab)
- Organisation Documents — Company-wide documents like policies, procedures, and templates (Settings → Documents)
Uploading a Document
1
Navigate to the participant or staff member's profile and click the "Documents" tab. Or go to Settings → Documents for organisation-wide files.
2
Click "+ Upload Document".
3
Fill in the document details:
| Field | Notes |
|---|---|
| Document Name | Descriptive name (e.g. "NDIS Plan 2025–2026", "First Aid Certificate") |
| Document Type | NDIS Plan, Assessment, Contract, Identification, Certificate, Consent Form, Other |
| File | PDF, JPG, PNG, or DOC. Max 20 MB per file. |
| Expiry Date | Optional — set for certificates and time-limited documents to receive alerts |
| Visibility | Restricted (admin only) or All staff with access to this participant |
| Notes | Any relevant notes about this document |
4
Click "Upload". The file is encrypted and stored securely.
Viewing and Downloading Documents
Click any document name to:
- Preview — PDFs and images open directly in the browser
- Download — Save a copy to your device
- Share link — Generate a time-limited secure link to share with an external party (e.g. specialist, plan manager)
Use Share Link to send documents to allied health providers without giving them a Plannor login. Links expire after 7 days by default.
Document Expiry Tracking
Documents with an expiry date are tracked automatically:
- 30 days before expiry — yellow warning badge shown on document
- On expiry — document marked as Expired, email alert to admin
View all expiring documents across your organisation from Documents → Expiring.
Deleting a Document
To delete a document, click the document → ⋯ Menu → "Delete". You must enter a reason. Deletion is permanent and recorded in the audit log.
Retention requirements: NDIS providers must keep participant records for 7 years (or until the participant is 25, whichever is later). Do not delete documents required for compliance.
Storage Limits
| Plan | Document storage |
|---|---|
| Starter (Trial) | 500 MB total |
| Growth | 10 GB total |
| Enterprise | Unlimited |
Check your current usage under Settings → Subscription → Storage.