73 document types (49 editable templates)
Guardian Desk tracks the documents NDIS auditors and the Quality and Safeguards Commission actually look for — at the participant level, the worker level, the plan-manager level, and the provider organisation level. Compliance isn't a report you produce at audit time. It's the data model.
See the matrix in action
Switch between participant, worker, plan manager, and provider matrices. Upload evidence to any cell, track expiry dates, and export a complete audit pack when assessors ask.
All features with demos
Four matrices · 53 tracked items · 49 editable templates · auto follow-ups.
Most providers run their NDIS compliance from spreadsheets, shared drives, and the memory of whoever has been there longest. That works until it doesn't — until a worker’s NDIS Worker Screening expires unnoticed, or a participant’s Service Agreement can’t be located during an audit.
Guardian Desk inverts that. Every participant, worker, and plan manager has a compliance matrix of specific, named documents. Items expire. Missing items create follow-ups. The dashboard surfaces what’s overdue. Evidence is generated as a by-product of daily operations — not collected manually before assessment.
Twelve documents per participant — roster shows NDIS number, plan period, budget rings, and a traffic-light compliance overview:
Fourteen items per worker:
Three documents per plan manager:
Each item supports expiry tracking, document attachment, and PDF export. Missing or expiring items trigger auto follow-ups.
Sixteen organisation-level documents (including SIL modules):
Three record types in one module: Incident Reports (with Investigation status), Complaint Management, and Risk & Quality records. Recent incidents appear on the dashboard with red-amber-green status. Built around the NDIS Quality and Safeguards Commission’s reportable-incident expectations.
Rule-driven follow-up generation. When a participant or worker is missing a document type, Guardian Desk creates the follow-up automatically. Tasks group by Overdue / Due this week / Due later. One-click complete, snooze, or cancel. The dashboard widget shows what’s due soon at a glance.
On the Audit register, Audit Ready rolls up provider, participant, and worker matrices into one readiness view. Gap narratives name missing documents; print the full report or sync a cover, TOC, summary, and evidence PDFs to your connected cloud folder before assessors arrive.
Document library with token-driven templates that auto-fill from participant, worker, or company data. Branded PDF output with cover page, headers, footers, and SVG signature rendering. Every PDF carries your logo, your NDIS Registration Number, and your ABN.
Every Support Note is timestamped and attributed to a specific worker against a specific participant. Required-field enforcement means the data NDIS auditors look for is always captured at the point of entry — not patched in later.
Every record (participant, worker, plan manager, service note, invoice) is scoped to your company at the database level. No cross-tenant data access. Per-worker permissions (matched by email to login accounts) control who in your team sees what.
Live KPI tiles for Support Notes logged in the last 30 days, open incidents, and follow-ups due soon. Red tile if you have open incidents; green if you don’t. The first thing you see when you log in — by design.
Audit Ready Assistant
Audit Ready scores organisation policies, every participant file, and every worker credential against your compliance matrices. Gap narratives name what’s missing; print the full report or sync an audit pack to cloud storage in one pass.
Readiness scores · named gaps · printable report · cloud audit pack.
Book a 30-minute compliance walkthrough. We'll show you how Guardian Desk maps to your assessor's expectations.
