There are two ways to add a participant: converting a referral that’s already in CoordHub, or adding them directly. Converting a referral is faster because the details you’ve already captured flow through automatically.

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Before you start

Have this information ready:
Required information to add a participant:
  • Full legal name (first and last)
  • 9-digit NDIS number (from their current plan or myGov/NDIA correspondence)
  • Date of birth
  • Current residential address (suburb, state, postcode)
  • Plan management type (NDIA-managed, plan-managed, or self-managed)
  • If plan-managed: the name of their plan manager
Helpful but not required at this stage:
  • Current NDIS plan document (needed to set up budgets in a later step)
  • Emergency contact details
  • Clinical flags (behaviour of concern, suicide risk, FDV, etc.)
If you’ve already received a referral for this person:
1

Go to Referrals

In the sidebar, click Referrals. Find the referral record for this person.
2

Open the referral

Click the referral to open it. Review the details to confirm everything is correct.
3

Convert to participant

Click Convert to Participant in the top-right corner. CoordHub maps the referral data to the participant record — name, NDIS number, DOB, address, clinical flags, and contacts all carry across.
4

Complete any missing fields

Review the newly created participant record and fill in anything that wasn’t in the referral. The intake assessment (under the Intake tab) can be completed separately.

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Option 2 — Add directly

1

Open the new participant form

In the sidebar, click Participants, then click Add Participant in the top-right corner. Or use Quick Actions → Add Participant.
2

Enter the required fields

Fill in at minimum:
  • First and last name
  • NDIS number (9 digits)
  • Date of birth
  • Address (suburb, state, postcode)
  • Plan management type (NDIA-managed, Plan-managed, or Self-managed)
3

Add a plan manager (if plan-managed)

If the participant is plan-managed, link their plan manager from the dropdown. If the plan manager isn’t in your directory yet, you can add them under Finance → Plan Managers first, then come back.
4

Save the record

Click Save. The participant is created with a status of Active. You can update their status and complete the intake assessment afterwards.

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What happens next

Once the participant is added, complete their intake assessment under the Intake tab, then add their NDIS plan under Plans. CoordHub won’t be able to track budget or create invoices until a plan with budget categories is set up.
CoordHub uses the NDIS number to link records across modules. Double-check it against the participant’s current plan before saving — correcting it later requires an administrator.
Can I add a participant without an NDIS number? A participant can be added without an NDIS number — leave the field blank and CoordHub will save the record. However, you won’t be able to create PRODA exports or properly track budgets until the NDIS number is entered. Add it as soon as you have it confirmed.What’s the difference between adding from a referral vs. adding directly? They create the same type of participant record. The difference is data entry: converting a referral pre-fills the form from information you’ve already captured. Adding directly means entering everything from scratch. If you already have a referral record, always convert — it’s faster and avoids data entry errors.Can I have two participants with the same name? Yes — CoordHub doesn’t block duplicate names. The NDIS number is the unique identifier. If you have two participants with the same name, use the NDIS number (or their date of birth as a secondary identifier) when searching.