What does participant management in Astalty cover?

Participant information (profiles, contacts, medical information and full history), funding periods and budget tracking, service agreements with digital signing, referrals and intake, and automated notifications. The idea is one connected home for every Participant, from first referral through to active supports.

How does Astalty track funding periods and plan budgets?

Astalty creates the funding periods with the ability to adjust as necessary depending on how the plan has been structured. From there you can see utilisation against budgets in real time, see it broken down by support category, and get alerts when a plan is approaching expiry so reviews aren't a last-minute scramble.

Can Astalty handle referrals and intake from our website?

Yes. You can embed referral forms on your website so enquiries land straight in Astalty without the need to type in information again.

How does Astalty help us stay on top of service agreement renewals?

Every agreement is tracked with its expiry date, and you get renewal reminders before anything lapses. Version history and amendments are kept with a full audit trail, and signed copies are stored automatically against the Participant's profile, so you're covered when an auditor comes asking.

Can Astalty keep Participants and families in the loop about schedules?

Yes. Notifications can go out by email and SMS. You can notify Participants, families, guardians and staff in one workflow, and schedule notifications on a regular basis, for example, an SMS notification one hour, 24 hours, or 48 hours before a support is scheduled to take place.

NDIS Participant Management

Managing Participants is more than just records. Between tracking funding, managing service agreements, coordinating referrals, and keeping everyone informed, the administrative load can be overwhelming. Astalty brings it all together in one place.

We can help you solve it

Participant Records

Keep complete Participant profiles with contact details, support plans, preferences, and medical information all in one secure location.

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Complete Profiles

Store contact details, emergency contacts, medical information, and support preferences in centralised profiles.

Preferences & Goals

Document Participant preferences, goals, and aspirations to personalise supports and track progress.

Secure & Private

All Participant information is stored securely with role-based access controls for privacy.

Complete History

Track service history, notes, and interactions across the entire support journey.

Funding Periods

Manage NDIS plans and funding allocations with automatic tracking, budget monitoring, and clear visibility on spending across support categories.

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Automatic Plan Setup

Upload NDIS plans and Astalty automatically creates funding periods with correct budget allocations.

Budget Tracking

Monitor spending against budgets in real time to prevent overspending and plan effectively.

Category Visibility

See spending broken down by support category to understand where funds are allocated.

Expiry Alerts

Receive notifications when plans are approaching expiry to prepare reviews and renewals.

Service Agreements

Create, manage, and track Service Agreements with digital signing, version control, and automated renewal reminders for compliance.

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Agreement Templates

Use pre-built templates for Service Agreements that meet NDIS requirements and best practice.

Digital Signing

Send agreements for digital signing and store signed copies automatically against Participant profiles.

Version Control

Track agreement versions and amendments with complete history and audit trail for compliance.

Renewal Reminders

Get notified before agreements expire so renewals are handled proactively without disruption.

Referrals

Streamline your intake process with online referral forms, automated workflows, and smooth transitions from enquiry to active Participant.

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Online Referral Forms

Embed referral forms on your website for seamless intake without manual data entry.

Automated Workflows

Route referrals to the right team members automatically and track progress from enquiry.

Track Progress

Monitor referral status and ensure timely follow-up with automated reminders and workflows.

Convert to Participants

Convert approved referrals to active Participants with one click, maintaining complete history.

Notifications

Keep Participants, families, and team members informed with automated notifications for roster changes, updates, and important events.

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Email & SMS Notifications

Send automated notifications via email and SMS for roster changes and important updates.

Customisable Templates

Create custom notification templates for different events and personalise messaging for recipients.

Multi-Recipient Support

Notify Participants, families, guardians, and staff simultaneously with one automated workflow.

Scheduled Notifications

Schedule notifications in advance or trigger them automatically based on events and changes.

Don't just take our word for it

See What Other Business Owners Are Saying

4.9 out of 5.0

Trusted by 1,400+ NDIS businesses

"Astalty seamlessly connects invoicing & rostering, eliminating billing mismatches and protecting our cash flow."

Matthew Saxen

Hearts in Action

"Incredible, what can I say? Where do I start? This platform has completely changed the way we run. Astalty has streamlined everything."

Natalie Tobin

"Astalty is incredibly easy to use and probably the best platform for Support Coordinators as everything is built around tasks."

Andrew McCully

"We run a care company. I don't expect my staff to be brilliant at using tech. Astalty mitigated that issue. It was very easy to use and extremely easy for the team and rostering!"