Progress Notes
Progress notes are written records of what happened during a support session. They document the participant's wellbeing, activities completed, goals worked on, and any concerns — and form part of the participant's clinical record.
Who writes them? Support workers typically write progress notes immediately after completing a shift. Coordinators can also add standalone case notes at any time.
Writing a Progress Note After a Shift
1
After a shift is completed, go to Shifts in the sidebar and click the completed shift.
2
In the shift detail view, scroll to the "Progress Note" section and click "+ Add Progress Note".
3
Fill in the note:
| Field | Notes |
|---|---|
| Note Type | Shift Note, Case Note, Incident Note, or Medication Note |
| Content | Rich text — describe what occurred, participant's mood and wellbeing, activities completed, and any concerns |
| Goals Addressed | Tick any NDIS goals that were actively worked on during this session |
| Mood / Wellbeing | Optional rating 1–5 with emoji indicators |
| Follow-up Required? | Flag if something needs action by a coordinator or manager |
4
Click "Save Note". The note is timestamped, attributed to you, and added to the participant's record.
Adding a Standalone Case Note
For notes not linked to a specific shift (e.g. a phone call with a participant's family, a planning meeting):
1
Open the participant's profile and go to the "Progress Notes" tab.
2
Click "+ Add Case Note".
3
Fill in the note details (date, type, content) and save.
Viewing Progress Notes
Progress notes can be viewed in two places:
- Participant profile → Progress Notes tab — All notes for this participant in chronological order. Filter by note type, staff member, or date range.
- Shift detail view — Notes attached to that specific shift.
Use the filter bar above the notes list to show only notes with follow-up flags, or notes by a specific support worker.
Editing and Deleting Notes
Notes can be edited within 24 hours of creation (to correct typos or add missing information). After 24 hours, notes are locked for compliance reasons.
Only Company Admins and the original author can edit a note within the 24-hour window.
Audit Trail: Every edit is logged — who changed what and when. Deleting a note requires a reason and is permanently recorded. This is required for NDIS compliance.
Exporting Progress Notes
1
On the Progress Notes tab, click "Export".
2
Choose a date range and note types to include. Click "Export PDF" or "Export CSV".
Writing Good Progress Notes
Good progress notes are:
- Factual — describe what you observed, not what you assume
- Person-centred — focus on the participant's experience and achievements
- Timely — written within 24 hours of the shift
- Specific — include names, times, places, and activities
- Free of jargon — write as if the participant or their family might read it