Add & Manage Participants
Participants are the heart of Plannor. Each participant has a complete profile covering their personal details, NDIS plan, funding allocations, support needs, and history.
Adding a New Participant
1
In the left sidebar, click Participants, then click the "+ Add Participant" button in the top-right corner.
2
Fill in the participant's details across the form tabs:
| Field | Required? | Notes |
|---|---|---|
| First Name / Last Name | Required | Legal name as it appears on NDIS plan |
| Date of Birth | Required | Used for age-based support calculations |
| NDIS Number | Required | 9-digit number from the NDIS plan document |
| NDIS Plan Start Date | Required | First day of the participant's current NDIS plan period |
| NDIS Plan End Date | Required | Last day of the plan; budget alerts use this date |
| Funding Type | Required | Agency Managed, Plan Managed, or Self Managed |
| Phone / Email | Optional | For direct communication with participant |
| Emergency Contact | Optional | Name, relationship, and phone number |
| Address | Optional | Used as default shift location |
| Profile Photo | Optional | Shown in shift views for quick identification |
3
Click "Save Participant". The participant profile page opens immediately.
Tip: You can add the participant now and fill in detailed care plan information later. Only the fields marked Required are needed to save.
Funding Types Explained
| Type | Who manages claims | Billing in Plannor |
|---|---|---|
| Agency Managed | NDIA directly pays providers | Export PRODA claim file from Invoices |
| Plan Managed | A plan manager pays providers | Send invoice to plan manager's email |
| Self Managed | Participant/guardian pays directly | Send invoice directly to participant |
The Participant Profile Page
After saving, each participant has a full profile with tabs:
- Overview — Summary cards, quick stats, upcoming shifts
- Care Plan — Support needs, diagnosis, communication preferences
- Goals — NDIS goals and progress tracking
- Budget — Support category allocations and spending history
- Progress Notes — Shift notes and case notes timeline
- Medications — Active medications and administration log
- Incidents — Incident and near-miss reports
- Documents — Uploaded files (plans, assessments, forms)
- Invoices — Billing history for this participant
Editing a Participant
1
Open the participant's profile, then click the Edit button (pencil icon) in the top-right of the profile header.
2
Make your changes and click "Save Changes".
NDIS Number & Funding Type changes take effect on future invoices only. Existing invoices retain the original values.
Archiving a Participant
When a participant leaves your service, archive them rather than deleting. Archived participants:
- Are hidden from active lists and shift creation
- Retain all historical records (invoices, notes, shifts)
- Can be restored at any time from Participants → Archived
To archive: open the participant profile → click the ⋯ Menu → "Archive Participant".