Uploading a document
Go to the participant's Documents tab
Open the participant profile and click Documents in the left sidebar.
Select your file
Choose the file from your computer. CoordHub accepts PDF, Word documents (.docx), images (JPG, PNG), and most common file formats. Maximum file size is 50 MB per upload.
Add a description (optional)
Give the file a descriptive name if the filename isn’t self-explanatory. This makes it easier to find later.
What to store in Documents
| Document type | Notes |
|---|---|
| NDIS plan | Upload the participant’s current and historical plan PDFs. Name them with the plan year: 2025-26_NDIS_Plan.pdf |
| Intake documents | Referral letters, intake assessment exports, support need assessments |
| Service agreements | The signed PDF of the current service agreement (the unsigned draft is stored on the Service Agreements tab automatically) |
| Clinical reports | Assessments from OT, speech pathology, psychology, or other allied health providers |
| Consent forms | Signed consent forms — also create a Consent record on the Consent tab so expiry is tracked |
| Legal documents | OPA WA guardian appointment orders, NDIA nominee letters, Power of Attorney documents |
| Correspondence | Important emails or letters from the NDIA, plan managers, or providers |
| Progress reports | Completed NDIA progress report PDFs (also available from the Progress Reports tab) |
Access and visibility
Documents uploaded to a participant’s profile are scoped to that participant — only people with access to that participant’s record can see their documents. Documents are never visible across participants or to unauthenticated users. Only administrators and above can delete a document.Common questions
Common questions
Can I organise documents into folders?
CoordHub doesn’t have sub-folders within the Documents tab. Documents are listed chronologically. Use a consistent file naming convention (with the date prefix) so you can find specific documents by scrolling or using the browser’s search (Cmd+F / Ctrl+F) on the page.What’s the maximum file size?
50 MB per file. If you have a large scanned document, compress it using Adobe Acrobat or a free PDF compression tool before uploading.Are documents backed up?
Yes — CoordHub stores all uploaded documents in secure cloud storage with automatic backups. You don’t need to keep a separate copy, although keeping the original signed documents physically on file is good practice for NDIS record-keeping compliance.