Four pillars — Registers & Service Delivery, Provider Systems, Invoicing & Financial, and Audit Ready. Three connected registers (Participants, Workers, Plan Managers) power day-to-day delivery, with a Participant Portal for families. Support Notes feed straight through to Roster & Timesheets, invoices, and account statements. Clinical SOAP notes and voice dictation sit on a provider plan as a feature set — not a separate product.
Participant roster with NDIS number, plan period, budget utilisation rings, onboarding workflow, emergency contacts, consent records, and full service history per participant.
Give participants and families their own secure Guardian Desk login. Providers send a branded email invite with a PIN; participants set a password and can view their details, compliance status, shared documents, and upcoming supports — without seeing the full provider workspace.
Worker profiles with screening, qualifications, employment records, and a 14-item Compliance Matrix. Per-worker permissions and email-based invitations.
First-class register for every plan manager you work with. Service Agreements, NDIS Registration, and ABN evidence on file — invoices can be emailed straight to the right plan manager.
Traffic-light matrices for participants (12 docs), workers (14 items), plan managers (3 items), and provider policies (16 items including SIL). Green, amber, and red cells show current, expiring, and missing evidence at a glance.
Every participant interaction recorded — date, time, worker, narrative, outcome. Voice dictation with the same recorder as clinical notes, one-tap AI grammar polish, touch signature, and automatic feed-through to timesheets and invoices.
SOAP case notes for behaviour practitioners and counsellors. Subjective is the conversation. Voice dictation labels the selected Client and Worker as they speak, then the session writes through to roster, timesheets, and invoices — a feature set on a provider plan, not a separate product.
Month-at-a-glance roster of booked support visits. One coloured dot per worker per day — open a day for the worker timeline, then scroll the daily visit log for addresses and support types.
Template-driven Service Agreement builder with the full Schedule of Supports line-item editor. Adds rows, sets categories and rates, outputs a branded PDF.
Roster week board plus payroll timesheets compiled from Support Notes and manual billable entries. Hours per worker per participant per week, billable totals ready for payroll.
One-click generation of NDIS Tax Invoices and Service Reports from logged support notes. Branded with your logo, ABN, and banking details. Email straight to participant or plan manager.
Every invoice issued, in one ledger view — with plan manager, totals, payments, and balance. Per-participant statements with ageing, month filter, and overdue-reminder emails.
Incident Reports (with Investigation status), Complaint Management, and Risk & Quality records. Recent incidents surface on the dashboard with red-amber-green tiles.
Track NDIS registration groups, Commission conditions, Module 5A SIL practice evidence, and SIL homes — built for the 2026 SIL registration reform.
Rule-driven follow-ups for missing documents. Pending tasks grouped by Overdue / Due this week / Due later. One-click complete, snooze, or cancel. Dashboard widget surfaces what’s due soon.
One readiness score across organisation policies, participant files, and worker credentials. Gap narratives name what’s missing; print the full report or sync an audit pack to cloud storage.
OAuth 2.0 connection to Xero so invoices flow into your accounting system. Mirror filed documents to Google Drive, OneDrive, Dropbox, or iCloud — enable one or more providers per organisation. Premium tier.
Provider name, ABN, NDIS registration, logo, and banking in one place — they flow through to every invoice, statement, and branded PDF. Connect SMTP, Dropbox, and Xero from the same screen.
Log consumables and out-of-pocket costs against a participant plan. Amount, category, receipt reference — allocated for plan-manager reporting.
Template library for Service Agreements, Risk Assessments, Emergency Plans, and more — 73 document types with 49 fully editable templates. Token merge fills participant and provider details automatically.
Rich template editor for worker agreements, policies, and compliance documents. Edit clauses in place, insert merge fields, and preview before generating PDFs.
Email-based onboarding for new workers. Send the invitation, preview the email the worker receives, then watch them complete the screening wizard before first shift.
No app to download — Guardian Desk runs in the browser on their phone, tablet, or computer. In the field without reception, workers keep writing support notes, logging incidents, and clocking shifts; an outbox syncs when the device is back online. Optional browser GPS can stamp attendance on clock-in / clock-out.
Schedule clock-in with optional GPS, open shifts workers can claim from the schedule, and availability / leave so rostering avoids clashes. Shift alerts go by email and in-app notification — SMS is reserved for a later release.
Clinical on your provider plan
Record Subjective — the conversation. Guardian Desk shows a live frequency graph and waveform (not a talking face), matches speakers to the selected Client and Worker, and types their names into the note. Finish, sign, and the session flows to roster and invoicing.
Record Subjective — frequency graph, waveform, and speaker-labelled dictation.
Templates you control
Browse the template library on the Documents screen — 73 document types, 49 editable templates. Open Worker Employment Agreement, Risk Assessment, Emergency Plan, and edit clauses directly. Insert merge fields for worker name, role, rates, and provider details. Preview the merged document, then save or generate a branded PDF.
73 document types · 49 editable — scroll templates, open Worker Employment Agreement, fill & save.
Audit-ready by design
Every participant, worker, plan manager, and your provider organisation has a named document checklist. Cells turn green when evidence is on file, amber when expiry is approaching, red when something is missing — and Guardian Desk raises follow-ups automatically.
Participants, workers, plan managers & provider — all matrices, one screen.
Get started in minutes
Add your ABN, NDIS registration number, logo, and bank details once — they flow through to every invoice, statement, and PDF you generate from then on. No re-typing, no copy-paste.
Logo, ABN, NDIS Reg, and banking — saved in under a minute.
Book a guided walkthrough with our team — we’ll show you exactly how Guardian Desk works for your operation size.
