Use this checklist when you’re getting started with CoordHub. Work through it in order — each step builds on the previous one.
1

Log in and complete MFA setup

Open app.coordhub.au and log in with the credentials from your invitation email. CoordHub requires multi-factor authentication (MFA) for all accounts — you’ll be prompted to set this up on your first login.See First login & MFA for step-by-step instructions.
2

Set up your organisation details

Go to Settings → Organisation and fill in your organisation’s details:
  • Organisation name (as registered with the NDIA)
  • ABN
  • NDIS registration number
  • Primary contact name and email
  • Business address
Your NDIS registration number is required before you can generate PRODA exports for NDIA-managed participants.
3

Configure invoice settings

Still in Settings → Organisation, scroll to the Invoice Settings section:
  • Set your invoice number prefix (e.g. INV- or your organisation abbreviation)
  • Set the default payment terms (e.g. 14 days, 30 days)
These settings apply to all invoices you create in CoordHub.
4

Add your team members

Go to Settings → Team and invite your staff. For each team member:
  • Enter their email address
  • Assign their role (Admin or Coordinator)
  • Click Send Invitation
They’ll receive an invitation email and set up their own password and MFA.See Managing users for a full guide to roles and permissions.
5

Add your first participant

Go to Participants in the sidebar and click Add Participant. You’ll need:
  • The participant’s full legal name
  • Their 9-digit NDIS number
  • Date of birth
  • Address
  • Plan management type (NDIA-managed, plan-managed, or self-managed)
See Adding a participant for the full walkthrough.
6

Add the participant's NDIS plan

Open the participant’s profile and go to the Plans tab. Click Add Plan and enter the plan dates and support budgets from the participant’s current NDIS plan document.CoordHub can’t track budget or create invoices until a plan is set up with budget categories.See Adding an NDIS plan for the full guide.
7

Log your first activity

Go to Activities in the sidebar and click Log Activity. Select the participant, enter the date and time, choose the support item, and write a case note.Submit the activity for approval when you’re done.See Logging an activity for detailed instructions.
8

Connect your M365 calendar (optional)

If your organisation uses Microsoft 365 / Outlook, you can connect CoordHub to your calendar so activities appear as calendar events.An administrator needs to set this up at the organisation level first — see Connecting your calendar for the full guide.
9

Review your dashboard

Return to the dashboard (click the CoordHub logo in the top-left corner). You should now see your participant in the active count and your activity in the pending queue.See The dashboard for a guide to what each KPI card means.
The full onboarding sequence above takes about 30 minutes for a single coordinator starting from scratch. Once you’ve done it once, adding additional participants and activities takes only a few minutes each.