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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Section Head
Problem Section

When You Can’t See Participant Funding Clearly… It Costs You. Sometimes Six Figures.

Let’s be honest - participant data isn’t “one little admin task.” It’s the beating heart of the entire NDIS business.
And when it lives in spreadsheets, ShiftCare exports, emails, staff notes, and random folders? Things slip. They always slip.

  • Funding becomes invisible until it’s too late.
  • Notes get lost. Or forgotten. Or written poorly.
  • Admins spend nights cross-checking rosters with calendar appointments and block funding balances.
  • Invoices get delayed, rejected, or accidentally under-billed.
  • And during audits… the anxiety is real.

One of your peers told you the truth straight:

They lost $84,764 last year because their software didn’t show real-time funding usage in rostering.

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.

Offer Section
Transformation Section

What Life Looks Like After Switching to RomeoHR

Picture this:

  • You open one dashboard, and instantly see every participant’s funding, balance, upcoming shifts, incidents, notes, documents, and pending invoices.
  • Rostering automatically warns you when funding is low, underused, or overused (before you schedule the wrong shift).
  • Every case note, shift note, consent form, onboarding form, behaviour support detail - all neatly stored against the participant.
  • Your next audit feels less like a threat and more like: “Yeah sure, give me five minutes to export the reports.”
  • Staff stop asking you where to upload things.
  • Admin stop spending hours reconciling spreadsheets.
  • You stop losing money. Full stop.

That’s the transformation: clarity → confidence → control.

Testimonial Section

Noah Mitchell

NDIS Provider (QLD)

We didn’t realise how much money we were losing until RomeoHR showed us. Last year alone, we lost over $90,000 simply because our previous system didn’t show real-time funding usage. With RomeoHR, every shift now aligns perfectly with available funds - no surprises, no losses.

Participant Management is included in ALL RomeoHR SaaS tiers.

 

What You Get:

For Business Owners / Directors For Operations Managers For Admin/Finance Teams For Compliance Managers
Funding visibility that protects revenue Fully connected roster → invoice → payroll flow Case notes, shift notes, invoices, and documents all in one place Instant audit-export for participant evidence
Real-time alerts for under/over usage Instant insight into participant requirements, risks, preferences Zero double entry Linked documentation, incident reports, and onboarding forms
Automatic deduction of block funding as rosters are created No more manual checks or cross-system chaos Audit-ready records on demand

SCHADS-aligned shift records and notes

Why Providers Switch to RomeoHR for Participant Management

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.

Benefit Section

Features

🧑‍💼 Participant Profiles

All personal details, preferences, risks, and special requirements in one clean layout.

💰 Funding & Budget Tracking

Block funding allocations auto-link to rosters, deducting hours and calculating balances in real time

🔗 Roster-to-Funding Integration

Alerts for funding unavailable, overutilised, or underutilised before you save the shift.

📝 Case Notes & Shift Notes

Staff write notes through the app and they instantly attach to the correct participant.

🧾 Invoices & Service Logs

See planned, completed, and billed services in one place. Full transparency.

📦 Audit Export Pack

Download participant-specific audit folders with every required document included.

Testimonial Section

Amelia Foster

NDIS Provider (NSW)

Participant audits used to be a nightmare. Now we just click ‘Download Audit Report’ and everything’s there - notes, forms, evidence. Our last audit took 90 minutes instead of three days.

Yes - and that’s because RomeoHR is built with an intuitive layout and minimal steps.

Ironically, staying with the current mess is what’s costing the most time.

Yes. Real-time funding checks eliminate accidental overservicing or underservicing.

Yes. RomeoHR replaces multiple disconnected systems and saves thousands.

Testimonial Section

Matilda Gray

NDIS Provider (WA)

I thought switching systems would slow us down - it did the opposite. Within two weeks, we uncovered funding misallocations we’d been missing for months. RomeoHR paid for itself in the first month.

Stop Losing Money. Stop Guessing. Start Managing Participants With Total Clarity.
When participant data is scattered, your business leaks time, money, and compliance evidence.
When it’s centralised in RomeoHR, everything works.

FAQ

Yes - every plan includes full participant profiles, notes, funding, and documents

Yes - funding deducts in real time as shifts are scheduled.

Absolutely - wheelchair access, risks, triggers, preferences, everything.

Most providers save 40+ hours per week once participant data is centralised.

Yes - full evidence packs export instantly.

Yes. Notes attach automatically to the correct participant.

Yes - real-time funding alerts prevent accidental losses.

Key Benefits Summary

✅ Real-time funding tracking to prevent revenue leakage and eliminate surprises.
✅ All participant details, documents, notes, plans, and risks stored securely in one place.
✅ Reduce claim rejections and payroll errors with integrated SCHADS interpretation.
✅ Stay audit-ready every day with proactive compliance alerts and complete evidence packs.
✅ Empower your field team with an intuitive mobile app for accurate notes and documentation.

NDIS Admin Slowing You Down? Fix It in One Platform.

Automate rostering, timesheets, incident reports, and NDIA-ready documentation - instantly.