Recording nominees, guardians, family and support coordinators

Record the people around a participant, what authority each has, and who can receive information, sign agreements or be seen by support workers.

Before you begin

• The Manage participant contacts permission to add or change contacts.
• The participant’s record already exists (or you are in intake).

Add contacts during intake

1. On the Contacts and nominee step of the intake wizard, enter the Support coordinator (name and organisation).
2. For each person, enter Name, Relationship, Phone and Email.
3. Choose Role and authority: Emergency contact, Family, Nominee or Guardian. A nominee shows the hint Plan nominee: can make decisions about the NDIS plan; a guardian reminds you to upload the guardianship order to Documents.
4. Tick Consent to receive information about supports where the participant agrees.
5. Select Add contact for more people, then Continue.

Add or change a contact on the record

1. Open the participant and stay on the Overview tab.
2. In Contacts, nominee and guardian, select Add (or Edit next to a contact).
3. Fill in Name, Relationship, Phone and Email, then tick one or more Roles: Emergency, Family, Nominee, Guardian, Advocate, GP or Other.
4. For a nominee or guardian, enter Authority expires on so you are reminded before the order or appointment ends.
5. Tick what applies: Consents to receive information and messages, Can sign agreements for the participant, Workers can see this contact in the worker app.
6. Select Save. Badges such as Plan nominee, Guardian, Emergency and Consent to receive info show next to the contact.

Upload the authority documents

1. Open the Documents tab and select Upload.
2. Choose the file (for example the guardianship order), give it a Title, choose a Type and Sensitivity, and set Expiry to the order’s end date.
3. Select Upload. See Uploading documents to a participant record.

Give a support coordinator access through the care network

1. Go to People → Connected care network and select Invite team member (or Invite on the record’s Network tab).
2. Enter Name, Email and Organisation, choose the Role (for example Support coordinator) and the Participant.
3. Check the record areas ticked by default for that role, then record who gave consent, how, and until when.
4. Tick the confirmation that the participant (or their representative) agreed, then send the invitation. They get their own login limited to what was agreed.

Tips

• The first nominee or guardian, with their phone number, is shown in the record header for quick calls.
• Use Message contacts from People → All participants to email or SMS contacts of several participants; only contacts who consented receive it.
• Network access pauses automatically when the consent end date passes.

If something goes wrong

You can’t remove a contact

An active participant must keep an emergency contact. Add another emergency contact first, then remove the old one.

A contact doesn’t appear in the Signed by list for the service agreement

Only contacts with the Nominee or Guardian role are offered. Edit the contact and tick the right role.

A worker says they can’t see the family contact in the app

Edit the contact and tick Workers can see this contact in the worker app.