To access these participant reports, go to Reporting -> Participants.

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 |    |




What do the Participant reports show?

User Guide: Client App - Participant & Family Guide

User Guide: Client App - Provider Guide

Client App

User Guide: Worker App Guide for Workers

How to Clear App Cache & Data for Android?

User Guide: Worker App Guide for Admins

Why can I not see Participant documents on the Worker App?

Case Notes within the App

What is my app PIN?

Worker App

CareMaster Mobile Apps

CareMaster Data Export

How to Request CareMaster Training

How to send emails from a different email address?

How to request a CareMaster Software Update?

Understanding CareMaster Licences

Feature Request Form Update

How to Clear Google Chrome Browser Cache?

General

Step 1: NDIS Service Import

Step 2: CareMaster Configuration & Rostering

Xero Integration, Payroll & Invoicing

MYOB Integration, Payroll & Invoicing

KeyPay Integration, Payroll

Reckon Integration, Payroll & Invoicing

Step 3: Financial Integration

Step 4: NDIS Export Process (Registered NDIS Providers)

Advanced Rostering - SIL Houses (Optional)

Coordination of Support (Optional)

Guided Onboarding

Actions for CareMaster Aged-Care Providers Transitioning from Home Care Packages (HCP) to Support at Home (SaH)

Passwords reset and activation emails

Error - Support start time must be before end time

Updating a shift to overnight/active overnight

Why am I missing timesheets?

Why am I getting kicked out of CareMaster desktop?

Why are kilometers missing from a timesheet?

How to stop a service showing on the roster or being included in roster emailed to the participant.

Why does the support on the Worker app not allow me to add kilometers?

CSRF token mismatch

How to Contact the Customer Care Team for Support

Top Troubleshooting FAQ's

Company Message Centre

How to submit a feature request

Home Page

Logging In

How To Reset A Password?

Home

Alerts User Guide

How to hide certain alerts?

Alerts

What is the CHSP reporting process?

CHSP service List and Mandatory Reporting Required from 1 July 2025

How to check over reported DEX data? 

How to create a new client record from a My Aged Care client record snapshot?

CHSP Participant Guides

How to change what shows on the Participant List page?

Participant/Client Leave Requests

NDIS Splitting Participant funding into different Budgets

How to Send SMS/Email Reminders to Clients?

User Guide: Recording Medication Usage for Participants

User Guide: Bulk Assigning and Unassigning of Participants and Workers

How to create new Agencies

The Participant Profile User Guide

How to Manage Participant Funding Limits

Service Agreements

How to generate a HCP statement for a client?

How to email a HCP statement to a client?

Understanding your HCP Statement

HCP Subsidy Increase 01.10.2025

How can I add HCP leave for a client?

Adding HCP Km's to a Support and a HCP Statement

How to add an adjustment to a generated HCP statement?

How to regenerate a HCP statement after adjustments?

User Guide: HCP Funded Participants Setup Guide

HCP Participant Guides

How to create a new participant or client

How to use case notes

Participants

Unassigned Supports - Coordinators and Vehicles rosters views

How to Email Rosters to Workers?

How to customise the Roster view

How to Email Rosters to Participant?

Service Organisation Roster view

Roster Page User Guide

Using The Roster Optimiser - Bulk Optimise

Participant Data Setup

Using The Roster Optimiser - Single Support

Locations & Destinations

Worker Data Setup

Checklist

Roster Optimiser

How to resolve email authentication errors when emailing?

Roster

How to Create Worker Timesheets

What access does each user level have?

How to Send SMS/Email Notifications to Workers?

Working With Children Checks

Changes to Worker's Emails and Password Reset

How to deactivate user accounts 

User Guide: Staff/Volunteers

How do I add a new Worker?

How to change what shows on the Staff/Volunteers List page?

How to exit workers in CareMaster

Staff/Volunteers

How to Claim / Invoice Cancelled Services?

How to create Provider Travel supports to invoice participants and generate worker timesheets.

How to create Service Organisations

Grouped Supports

How to use 'Quick Save' on the Supports Page

Creating Therapy Supports with 50% Travel change.

Creating Supports for a different Time Zone

How to Use the Manage Button to Change Supports?

Creating and editing a Recurring Booking

How do I bill for NDIS transport?

How to restore a deleted support?

How To Limit Support Services to Approved Services Only

How do I Cancel a Support/Shift

Supports Menu User Guide

User Guide: How to create supports

User Guide: Provider Travel and Transport - Rostering Scenario Guide

User Guide: Supported Independent Living (SIL) Setup, Rostering and Claiming process

User Guide: Short Term Accommodation (STA) Setup, Rostering and Claiming process

Transaction List Export

How to advertise / broadcast available shifts to workers?

NDIS Non Face to Face Supports

Support Display - App Data Tab

Supports

Create SaH Supports including Wraparounds & Transport

Support at Home – Release Update 30th October

Participant Statements to be ready by end of February

Support At Home - Implementation Updates

Connect to PRODA and Register / Activate your Device

Syncing Services and Service Organisations

Creating additional Service Organisations & Services for SaH

Sync your Participants

Review the Participants Budget Dashboard

Understanding Programs, Budget Items & Funding Sources

Bulk Exporting for Services Australia for Invoicing & Claiming

Payment Statement Upload / Reconciliation

Upload the Claims file back into CareMaster

SAH Participant Statements

Invoicing for Xero, MYOB & Export Reports

Re-Activate your Device - Expires every 6 months

Support At Home (Aged Care)

Vehicles User Guide

Vehicles

Properties User Guide

Properties

Worker Summary Hours Report

What do the Staff/Volunteer reports show?

How do I change the fields on the worker list report?

Worker Reports

What do the voucher reports show?

Worker Run Sheet Report

Reporting User Guide

What do the property reports show?

What do the account reports show?

Custom Reports for Participants and Staff/Volunteers

What do the supports reports show?

Dashboard Reports - Where do the target figures come from?

Admin Reports

Participant Reports

Reporting

User Guide: Documents

Documents

Custom Incident Forms

User Guide to Printing Incidents

Incidents User Guide

Incidents

News Items

CareMaster News

Voucher User Guide

Voucher

User Guide: How to Automatically provide workers access to clients for scheduled supports

How to hide unpublished rosters using Confirmed status

Settings Overview User Guide

What do the System Settings mean?

What do the worker app settings mean?

What do the client app settings mean?

Settings

What is a service statcode?

Admin Overview User Guide

Editing Service Organisation Details

Service Importing - NDIS Price Guide update

NDIS Claims uploads into CareMaster

Statistics User Guide

What do the access permission roles mean?

Child Services Award increase 01.03.2026

Aged Care and Child Services Award Rate Increase 01.01.2025

Aged Care Award Rate Increase 01.10.2025

SCHADS Award Rate Increase 01.07.2025

Award Updates - SCHADS and Child Services

Editing Company Details

External API Integration

DEX Integration

Employment Hero Integration

KeyPay Integration

Integrations

Administration

CareMaster

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