CoordHub uses a manual signing workflow. You provide the service agreement to the participant (or their authorised representative) for physical signing, then upload the signed copy back into CoordHub.

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Who can sign

Participant circumstanceWho signs
Participant has capacity to signThe participant signs
Participant has an OPA WA-appointed guardianThe guardian signs on their behalf
Participant has an NDIA-appointed nomineeThe nominee signs on their behalf
Participant has an informal carer (no formal authority)The participant signs — a carer without formal authority cannot sign legal documents
If you’re unsure who has signing authority, check the participant’s Contacts and Representatives tabs before sending the agreement.

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Steps

1

Export the service agreement as PDF

Open the service agreement from the participant’s Service Agreements tab. Click Export PDF to download it.
2

Provide the PDF to the participant or their representative

Print the PDF and post it, email the PDF, or arrange to have it signed in person during a visit. Ensure the person signing understands what they’re signing — explain the key points verbally if needed.
3

Update the status to Sent

Back in CoordHub, open the service agreement and change the status to Sent. This records the date you provided the agreement for signing.
4

Receive the signed document

When the signed agreement is returned (by post, scan, or in person), save the signed copy.
5

Upload the signed copy to CoordHub

Open the service agreement in CoordHub and click Upload Signed Copy. Select the signed PDF file. CoordHub stores this under the Documents tab as well as on the service agreement record.
6

Update the status to Signed or Active

Change the agreement status to Signed (if there’s a delay before the support period starts) or directly to Active if support has already begun.
For participants with OPA WA-appointed guardians, also check the participant’s Representatives tab. This tab has a checklist for the OPA WA Service Agreement and NDIS Consent Form — upload both documents there to keep guardian paperwork together.
What if the participant can’t sign electronically or physically? If a participant cannot physically sign a document (e.g. due to a motor impairment), two alternatives are acceptable: (1) The participant signs verbally and a witness co-signs confirming the verbal agreement, with a note explaining the circumstances. (2) A formally appointed guardian or nominee signs on their behalf. Document the reason for the alternative signing method in the SA record notes.How long should I give the participant to return the signed agreement? There’s no mandated timeframe, but 14 days is standard practice. If the participant needs more time (e.g. they’re in hospital, or their guardian is interstate), document this and follow up at the agreed time. Start delivery of services before signing only if the participant’s needs are urgent — and document clearly that SA signing is pending.What if the participant’s guardian is overseas? Email the PDF to the guardian and ask them to sign, scan, and return it. A scanned signature is acceptable. If email isn’t available, post it and allow extra time. Document the communication and the reason for the delay in the SA record.