--- title: "What do the Participant reports show?" description: "To access these participant reports, go to Reporting -> Participants." canonical_url: "https://support.caremaster.com.au/articles/what-do-the-participant-reports-show-LlorEvD1s4" md_url: "https://support.caremaster.com.au/articles/what-do-the-participant-reports-show-LlorEvD1s4.md" --- # What do the Participant reports show? To access these participant reports, go to Reporting -> Participants. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51054478627/original/OTBQmzP9dtsjsR6lI0xkHT_JNKnzc8Qf8Q.png?1652846141) Active Participants Current Participants Current Participant Summary Exited Participants per Month Export Case Notes New Participants Per Month Non-Usage Participant List Participant Funding Participant Funding Inline Participant List Participants with Cancelled Supports Service Organisation Participant List Single Participant Details Voucher Participant List Approved Services by Participants Participant Medications Participants - All - Extra Information There is also the option for you to create your own Custom Reports. Please click [here](https://support.caremaster.com.au/articles/custom-reports-for-participants-and-staffvolunteers-rzgSGUZqyI) for more information. Most reports have an export format option in the available filters - you can use the dropdown to select one of two options: * *Excel –* exporting to an excel document, allows you to edit the information that has been exported such as delete any unrequired fields that are generated. * *PDF –* exporting to a PDF will not allow editing. # Active Participants This report will generate a list of the Active Participants. Active participants are ones that have had services assigned during the month range selected. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033421753/original/AZo1njMSwO3MJ9fPvLuxAwbd8v3XJndRMA.png?1638412661) Before running the report, you have the option of filtering depending on the results you wish to receive: * **Months –** use the dropdown to select the number of months desired. * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Current Participants This report will provide a list of all current participants and relevant information, sorted by the following options. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033421680/original/fdbOskWyi8M_Z6hNnArzDS4QqfrC3Y3Y4w.png?1638412645) Before running the report, you have the option of sorting the participants by – One of these needs to be selected for the report to run: * **Order By:** 1. *ID*  2. *Gender* 3. *Country of Birth* 4. *Home Language* 5. *Indigenous* * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Current Participant Summary Similar to the Current Participant report, this report will provide a count of all current participants sorted by the following options. This list **will not contain** participants information in the export. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033421870/original/HDX3_8J18QBa32uicefJ-5wywohGcsLWhg.png?1638412696) Before running the report, you have the option of sorting the participants by – One of these needs to be selected for the report to run: * **Order By:** 1. *Gender* 2. *Country of Birth* 3. *Home Language* 4. *Indigenous* * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Exited Participants per Month This report can be run to generate a list and details for **Excited** participants by month using the date range filter. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033421930/original/xnAu7CiglXkQWdjjpTmIpuS2T3yL89uHOw.png?1638412724) Before running the report, you have the option of filtering depending on the results you wish to receive: * **LGA –** if your organisation has set out LGA’s and Participants have been assigned these, you are able to filter this report so that only these participants are visible on this report. Select this using the dropdown provided. * **Category -** if your organisation has set out categories and Participants have been assigned these, you are able to filter this report so that only these participants are visible on this report. Select this using the dropdown provided.  * **Start & End Date –** use this area to enter in the Start and End Date that you would like to view in the report of participants. – *the report will not run without this information.* * **NDIA -**  Use the dropdown to select a specific type of NDIS if applicable – *Defaults to All.* * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Export Case Notes This report is to be run if you wish to export all case notes for an individual participant or multiple at the same time. Why does the participant not appear in the participant field as an option? If the participant you are looking for does not appear in the participants list this may be due to the participant having a status other than active. You can make the participant active again to run the report and then change the status back. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51054478935/original/JBQy_qHKGRCMtNL9NGoMd98hpu4ahJwb9w.png?1652846205) You have the option of filtering depending on the results you wish to receive: * **Start & End Date –** use this area to enter in the Start and End Date that you would like to view the Case Notes for the Participant. * **Participants** - use this drop down to indicate which participant/s you want to export case notes for. Leave blank to export all clients in the range selected. * **Case Note Category -** using the dropdown provided, you can select a specific Case Note Category that you would like to view in the export – *default for this option is All*. *The list in this dropdown depends on the categories that your organisation has managed, otherwise it will only show the defaults.* * **Support Worker** - using the dropdown, select the notes added to the client from this worker. * Data Layout - using the dropdown, select which way you would like the data to be laid out. Vertical will have the fields listed vertically. If you select Horizontal, it will list all fields horizontally. * **Export Format –**using the dropdown, select how you would like the export to be formatted. # New Participants Per Month This report can be run to generate a list and details for new participants by month using the date range filter. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033422385/original/btwZEhJQLlUpquOJtwt_8kAoFyxTjSSFNw.png?1638412870) Before running the report, you have the option of filtering depending on the results you wish to receive: * **LGA –** if your organisation has set out LGA’s and Participants have been assigned these, you are able to filter this report so that only these participants are visible on this report. Select this using the dropdown provided. * **Category -** if your organisation has set out categories and Participants have been assigned these, you are able to filter this report so that only these participants are visible on this report. Select this using the dropdown provided.  * **Start & End Date –** use this area to enter in the Start and End Date that you would like to view in the report of participants. – *the report will not run without this information.* * **NDIA -**  Use the dropdown to select a specific type of NDIS if applicable – *Defaults to All.* * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Non-Usage Participant List This report can be run to generate a list of participants who haven’t used assigned vouchers within a given time frame. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033422488/original/avgUZP5IAnPLhJ5MxDXd165QwzBV1zEu1g.png?1638412898) Before running the report, you have the option of filtering depending on the results you wish to receive: * **LGA –** if your organisation has set out LGA’s and Participants have been assigned these, you are able to filter this report so that only these participants are visible on this report. Select this using the dropdown provided. * **Duration –** use the dropdown to select the duration desired. * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Participant Funding Use this report to generate a list of Participants and their funding information. This report can be run with none of the filters and options added. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51115971151/original/KgQpzDvQvIjSNSWhlgVNKn6qmF4TJCOXzQ.png?1691373763) Before running the report, you have the option of filtering depending on the results you wish to receive: * **Participant Status -** using the dropdown, select the status of participants you want to look at. * **Participant -** using the field provided enter in the participant name and select it from the drop down. * **NDIA -**  Use the dropdown to select a specific type of NDIS if applicable – *Defaults to All.* * **Coordinator -** using the field provided enter in the Coordinator name and select it from the drop down. * **Funding Type -**  Use the dropdown to select a specific type of Funding Type if applicable. * **Minimum Funding Limit End Date** - using the field provided, enter in the date you want to filter the funding limits by. * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Participant Funding Inline Similar to the Participant Funding report, this report is to be run when you require more details about the **Funding Type** information and less about the Balances. This report can be run with none of the filters and options added. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033423296/original/hpekk6kCPH-SpgSdaeV9xckQvX-y71pT6w.png?1638413168) Before running the report, you have the option of filtering depending on the results you wish to receive: * **Participant Status -** use the dropdown to select the status of participants to filter the list by. * **Participant -** using the field provided enter in the participant name and select it from the drop down. * **NDIA -**  Use the dropdown to select a specific type of NDIS if applicable – *Defaults to All.* * **Coordinator -** using the field provided enter in the Coordinator name and select it from the drop down. * **Funding Type -**  Use the dropdown to select a specific type of Funding Type if applicable * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Participant List This report will print out a list of all the Participant/clients that have been entered into Caremaster. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033423440/original/KPd6gffZxoH7mqWffZIgdpewUABzWfJ04A.png?1638413222) Before running the report, you have the option of filtering depending on the results you wish to receive: If nothing is selected then all clients entered into CareMaster will be exported (including inactive). * **LGA –** if your organisation has set out LGAs and Participants have been assigned these, you are able to filter this report so that only these participants are visible on this report. Select this using the dropdown provided. * **Participant Status** -using the dropdown provided select whether you would like to generate the report and view only a certain status of participant: 1. Current 2. Waiting 3. Excited 4. Non-Accepted * **Participant Class** - using the dropdown provided select whether you would like to generate the report and view only a certain class of participant. * **Category -** if your organisation has set out categories and Participants have been assigned these, you are able to filter this report so that only these participants are visible on this report. Select this using the dropdown provided.  * **Service Organisation -** using the dropdown provided select a Service Organisation; this will provide a list of all the participants that have had supports entered with this service org. * **Service -** using the dropdown provided select a Service; this will provide a list of all the participants that have had supports entered with this service. *This dropdown will only have data in it if a* Service Organisation *is selected first.* * **Location** - using the dropdown provided, select the location assigned to the participants. * **Coordinator** - using the field provided, select the name of the coordinator to filter the list of participants by. * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Participants with Cancelled Supports Use this report to generate a list of Participants with cancelled supports/transactions. This report can be run with none of the filters and options added.  ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033423834/original/O8gtaW297RFzGmN3LRm0GSz_tcuznmPkXA.png?1638413361) Before running the report, you have the option of filtering depending on the results you wish to receive: * **Category -** if your organisation has set out categories and Participants have been assigned these, you are able to filter this report so that only these participants are visible on this report. Select this using the dropdown provided.  * **Start & End Date –** use this area to enter in the Start and End Date that you would like to view the Case Notes for the Participant. * **Service Organisation -** using the dropdown provided select a Service Organisation; this will provide a list of all the participants that have had cancelled supports entered with this service org. * **Service -** using the dropdown provided select a Service; this will provide a list of all the participants that have had cancelled supports entered with this service. *This dropdown will only have data in it if a* Service Organisation *is selected first.* * **Participant -** using the field provided, enter in the participant name and select it from results. * **Cancel Reason –** using the provided dropdown, select the Cancel reason. – *This will only contain information if the Cancel Codes section has data entered.*  * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Service Organisation Participant List This report will provide a list of all the participants that have had supports entered with the selected service org. for the **Current Financial Year**. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033423929/original/AEzUZXUoIS6sJm61uEOU3KtPrQENvFtfwQ.png?1638413406) Unlike the other reports the only filter is the **Service Organisation** and this needs to be selected so that the report can be run. Before running the report, you can select how you would like the report to be formatted. # Single Participant Details This report is to be run for individual participant details. Once the report is generated it will provide an overview of the participants details - limited to only select fields. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033424009/original/DG9XNIz2b192K6taByNuIor7MNY8gDgcEA.png?1638413429) Before the report can be run, using the field provided, it is required to enter in the participant name and select it from the drop down: ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033424063/original/Myuwps_60L_aX1McHZzGyVwQEtdZvkOwKA.png?1638413453) Before running the report, you can select how you would like the report to be formatted. # Voucher Participant List This report is to be run for for any Participant Vouchers. Once the report is generated it will provide an overview of which Participants have vouchers assigned to them. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51115971755/original/TRF6PFTLUVvOnaUFaXw72vs5dhE3gCnHYw.png?1691373850) # Approved Services by Participant This report will print out a list of the participants and show the services they are Approved for on their participant profile. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51115972902/original/nNlZNa4UNE5GO9QdiKWmw9bDc2SmFc-XNQ.png?1691374024) * **Participant Status -** using the field provided, enter in the participant name and select it from results. * **Service Organisation -** using the dropdown provided select a Service Organisation; this will provide a list of all the participants that have had cancelled supports entered with this service org. * **NDIA** - select from NDIA, Plan Managed, Self Managed or All. For example you can use this report to provide a list of Participants who are Self Managed. * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Participant Medications This report will print out a list of the participants and any medication assigned to them that have been entered into CareMaster. ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51033424187/original/xoPZsOc6FNZfec7oLIXZ48xBCe9n3CqtNg.png?1638413499)Before running the report, you have the option of filtering depending on the results you wish to receive: * **Category -** if your organisation has set out categories and Participants have been assigned these, you are able to filter this report so that only these participants are visible on this report. Select this using the dropdown provided.  * **Location** - using the dropdown provided, select the location assigned to the participant. * **Participant** - using the field provided, enter in the participant name and select it from results. * **Support Worker** - using the field provided, enter in the support worker and select it from results. This will filter the list by those participants assigned to the worker. * **Coordinator** - using the field provided, enter in the coordinator name and select it from results. This will filter the list by those participants assigned to the coordinator. * **Export Format –**using the dropdown, select how you would like the export to be formatted. # Participants - All - Extra Information This report will export a spreadsheet of all clients including extra details not included in the Participant List or Single Participant Details reports. There are no filters to pick from.   | | | **Reporting Fields output** | |----|----|----| | Name | Core funding types | Space types | | Status | Service Agreement Completion Date | Profile | | Date of birth | My Aged Care Number | Treatment | | Gender | NDIS Number | Support level | | Country | Participant Service Agreement Signed | Priority | | Languages | Participant plan approval date | Extra time needed | | Ethnicity | Funding Information | Seats needed | | Religion | Assigned workers | Height | | Categories | Assigned coordinators | Weight | | Street | Date accepted | Unable to sign | | Suburb | Locations | Require medication assistance | | Postcode | Review date | Agencies | | State | Last assessment date | Client ID# | | Phone | Referred by | Accommodation Status | | Mobile | Referral date | ATSI Status | | Email | Card ID | Living Arrangements | | Medications | Report date | | | Conditions or disabilities | Class | | | Client links | Unsuitable workers | |