🧑💼 Participant Profiles
All personal details, preferences, risks, and special requirements in one clean layout.
One Dashboard for Every Participant, Every Funding Dollar, Every Shift, Every Audit.
Finally - a clear, calming, “everything-in-one-place” participant hub that links client details → funding → rosters → invoices → notes → audit reports automatically. No more missing documentation, no more invisible funding blowouts, no more guessing. Just clean data, accurate billing, and full compliance built into your daily workflow.
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The Participant Management System That Makes Your Entire Operation Feel Lighter
RomeoHR’s Participant Management module gives you something most NDIS systems simply don't: true visibility.
Every detail, every dollar, every document, every shift - connected.
Automatically.
No double handling.
No manual reconciliation.
No expensive mistakes you discover six months later.
This isn’t an “add-on.” It’s your foundation.
Benjamin Clarke
Director of Operations, NDIS Provider (VIC)
We didn’t realise how much money we were losing until RomeoHR showed us. As Director of Operations, I could see revenue coming in but not exactly where we were leaking. Last year alone, we worked out we’d lost over $90,000 simply because our previous setup didn’t show real-time funding usage against actual rosters. With RomeoHR, every shift now aligns clearly with available funds - coordinators see the impact before they approve, not months later. No surprises, no silent losses, and far stronger confidence in our numbers.
Zoe Harrison
Program Coordinator, NDIS Provider (NSW)
As a Program Coordinator, the biggest shift is that all our participant details are finally in one place. Preferences, risks, goals, funding, key documents, and notes all sit in a single profile instead of being scattered across emails and spreadsheets. I spend far less time chasing information and at least 8–10 hours a week more on actual support planning.
The Core Benefits That Change How You Run Your Business
Real-Time Funding Visibility
No more blind rostering. RomeoHR automatically calculates availability, balance, under/over utilisation, and flags issues before they become expensive mistakes.
Participant Records That Are Actually Useful
Capture everything: personal details, support needs, wheelchair access, dietary notes, behaviour triggers, communication preferences - all structured and searchable.
Audit-Ready Evidence Without the Stress
Every participant has a clean folder containing onboarding forms, consent forms, notes, services delivered, incidents, invoices, and shift history. Exportable in one click.
Chloe Mitchell
Client Services Lead, NDIS Provider (WA)
Participant audits used to be a nightmare. I’d spend days pulling notes from one system, forms from another, and chasing staff for missing evidence. Now I click ‘Download Audit Report’ in RomeoHR and everything’s there - notes, forms, documents, and shift history in one bundle. Our last participant audit took about 90 minutes instead of three days, and I walked out feeling confident instead of exhausted.
Jacob Reynolds
Registered Nurse, NDIS Provider (TAS)
The team actually uses this system because it’s simple. That alone has fixed half our compliance problems. As a Registered Nurse, I used to worry about incomplete notes, missed observations, and care plans not being followed through. With RomeoHR, staff can see what’s required for each shift, record what happened in real time, and everything flows into one clinical record. I spend less time chasing gaps and more time focusing on quality of care.
Sarah Whitmore
Operations Manager, NDIS Provider (VIC)
I thought switching systems would slow us down - it did the opposite. Within two weeks of moving to RomeoHR, we uncovered funding misallocations we’d been missing for months because rosters, claims, and payroll finally lined up in one place. From an operations perspective, it basically paid for itself in the first month.
