One platform for the whole coordination journey
From the first referral to an audit-ready record, every part of Human Orbit is designed for how NDIS support coordination really works.
A complete, tidy picture of every participant and their NDIS plan.
Every participant, fully in view
Bring profiles, contacts, history and assignments together so any coordinator can pick up where another left off.
- Rich profiles with emergency contacts, culture, language and interests
- Bulk-import participants from a spreadsheet in one step
- Blocking participant alerts that must be acknowledged before work continues
- Full participant history without bypassing your records
Who it helps: Support coordinators keep accurate records; team leaders hand over caseloads without losing context.
Plans modelled the way the NDIS works
A current plan holds services, and each service has funding periods with real allocations — including PACE plans.
- Services, funding periods and charge items in one structure
- Sequentially distribute prior-provider usage across periods
- Archive plans and reopen them to correct historical work safely
- Every funding adjustment is logged for the record
Who it helps: Coordinators set plans up once; CEOs trust that funding maths reflects reality.
Spot under- and over-spend early
A live utilisation view shows how each service is tracking against its funding period — with plain-English status badges.
- On track, underspending, overspending or fully used at a glance
- Expected-versus-actual spend for the current period
- Interactive funding timeline per service
- Catch a stranded or cliff-edge plan before it lapses
Who it helps: Coordinators act before funding is wasted; participants get the supports they're funded for.
Capture the work, chase the tasks, and evidence the outcomes.
Case notes that turn into billing
Record delivered support against the right funding period. The note becomes the billing unit — no separate timesheet.
- Drag an Outlook email straight in and it's saved as a PDF attachment
- Per-user autosave drafts so a note is never lost
- Unified search and full column sorting across history
- Import archived notes from a previous system, kept read-only
Who it helps: Coordinators write once; finance bills straight from the same record.
A weekly board that keeps work on track
Assign tasks, set due dates and reminders, and link them to the participant and funding they relate to.
- Priorities, categories, due dates and reminders
- Client-scoped task tab on every participant profile
- Tasks flow into case notes and then into claims
- Role-based visibility so people see the right work
Who it helps: Coordinators stay on top of the week; team leaders see nothing slips.
Evidence progress against goals
Track the full goal lifecycle with progress, review cadence, outcomes and attachments — linked to the participant's plans.
- Progress percentage and status history
- Weekly, monthly or quarterly review reminders
- Outcomes captured when a goal is achieved or closed
- Attach supporting evidence to any goal
Who it helps: Coordinators demonstrate participant outcomes; CEOs report on impact.
Document control without the guesswork
Store care plans, risk assessments and consents with versioning, expiry tracking and a staff acknowledgement trail.
- Version history on every replaced document
- Expiry tracking with 'expiring soon' status
- Records who viewed and acknowledged each version
- Admin-managed categories and archive/restore
Who it helps: Coordinators keep documents current; auditors see exactly who read what, when.
From delivered support to paid claim, without double-handling.
Claim with confidence
Collect ready case notes into an NDIS claim, submit, pay and revert — with billing facts locked once claimed.
- Financial lock protects claimed notes from accidental edits
- Legacy invoices with partial-payment tracking and history
- Async claim reconciliation with duplicate detection
- A clear history of every claim and payment event
Who it helps: Finance teams bill accurately; CEOs protect revenue integrity.
Reports and extracts on demand
Generate NDIS claim files, Xero extracts and reports as background jobs that land in a single download centre.
- NDIS claim CSV and Xero-ready extracts
- Funding, case-note and participant reports
- Consistent, tidy filenames every time
- A downloads page that never leaves you guessing
Who it helps: Finance connects to accounting; coordinators pull reports without waiting.
The whole-of-business view for team leaders and CEOs.
Early warning across your whole caseload
Analytics that pre-triage risk — so you act on stranded funding, disengagement and revenue at risk before they bite.
- Burn projection flags cliff-edge and stranded-funds risk
- Disengagement kill-zones combine contact gaps with funding
- Revenue leakage: billable work with no matching claim
- A data-confidence gate so you know how much to trust the view
Who it helps: CEOs and team leaders manage risk across every participant at once.
Who has room, who's overloaded
See workload against capacity per coordinator, factor in leave, and rebalance caseloads with real numbers.
- Capacity based on contracted hours and your KPI standard
- Leave becomes reassignment demand, not lost work
- Participant complexity mix per coordinator
- Plan hiring and leave with confidence
Who it helps: CEOs balance the team; team leaders reassign fairly.
Answers across the whole caseload
A report dashboard, funding and profile reports, and a drag-and-drop custom report builder for the questions only you ask.
- Participant funding and profile reports
- Build custom reports by dragging the columns you need
- Filter by status, service type and region
- Export any report as a background job
Who it helps: CEOs report to the board; coordinators answer day-to-day questions.
The system watches so your team doesn't have to
Rule-based alerts surface issues automatically, scoped to the right people, with assignment and dismissal built in.
- Role-scoped alert lists and statistics
- Assign, dismiss and reactivate alerts
- Per-participant blocking alerts on key pages
- Repeat detection so alerts don't pile up
Who it helps: Coordinators and team leaders never miss the thing that mattered.
Turn a plan into a costed, signed service agreement.
Cost a plan straight from the NDIS price list
Plan an annual budget, calculate estimated costs by time band and staff ratio, and export a professional Quote PDF.
- NDIS time bands and staff-ratio pricing built in
- Travel cost calculation included
- One-click Quote PDF export
- Rates always drawn from your current price list
Who it helps: Coordinators quote quickly and accurately, every time.
Signed, sealed, delivered
Generate a service agreement from a template and collect signatures online, with signature and highlight fields on the PDF.
- Configurable agreement templates with merge fields
- Built-in NDIS agreement templates to start from
- Public signing links for participants
- Signed PDF generated automatically
Who it helps: Coordinators get agreements signed without printing a page.
Secure, role-appropriate access and the settings that keep it all aligned.
The right access for every role
Role-based access for super admins, coordinators and team leaders, with single sign-on and strong session controls.
- Google and Microsoft single sign-on
- Menu-level permissions per user
- Forced logout when an admin resets a password
- Access scoped to the participants each person coordinates
Who it helps: CEOs keep data safe; staff only see what they should.
Keep the system aligned to the NDIS
Manage providers, service types, regions and the NDIS price list — with charge intervals and your organisation profile.
- Upload and version the NDIS price list
- Providers, disabilities, service types and regions
- Charge-interval rules applied to case notes
- Organisation profile and logo across your documents
Who it helps: Super admins keep pricing and reference data current.
The best way to understand it is to see it
We'll tailor the walkthrough to your service — bring your trickiest coordination questions.