Records and qualityPart 1 of 3
File notes, documents and evidence
Every file note keeps its date, time and author. A correction is saved as a revision beside the original, and there is no delete button.
Workstride is being built for accreditation by DEWR as a Third Party Employment System. It is not yet accredited.
- Stamp
- Date, time and author on every note
- Corrections
- A revision beside the original, with a reason
- Deleting
- Not possible in Workstride
Shares its record with Participants and employers
Notes that keep their stamp
For consultants writing up a call or a visit, and for claims teams and auditors reading the file afterwards.
The Guidelines require a date, time and user stamp on every file note kept through an approved IT system, carried into any extract or printout used as Documentary Evidence (Part A 5.3.1). Every file note in Workstride carries that stamp automatically: the server's own time, and the person who wrote it, or a named system actor when Workstride wrote it. In the build
Notes cannot be edited or deleted in Workstride; corrections are saved as revisions beside the original (Part A 5.3.1). The full history stays on the record: what the note first said, who corrected it and why, and when. A note can be marked confidential, carry a tag and record time spent or travel time, and attaches to fifteen kinds of record, from participants and employers to claims, expenses, queries, complaints and exits. In the build
Caution
A note nobody can find again is no note at all. What an auditor or the Department accepts as Documentary Evidence depends on the stamp and the history staying on the record, not on anyone's memory (Part A 5.3.1).
On sample data
Write a file note, then correct it
Save a note on Linh Nguyen's record and watch the stamp appear, then use "Correct this note" on any note and see both versions kept.
Website controls, not the product: reset the notes on this record back to how they opened.
NGUYEN, Linh
Participant #2187
16/09/2026 14:05 by Sunita Pillai (sunita.pillai@
Phone call: Linh confirmed Thursday's appointment and will bring her latest payslip. She asked about a Certificate III in Individual Support; I will check course dates.
14/09/2026 16:41 by claims engineClaim, Week 12
Week 12 outcome claim submitted to the claims team (C26-00212, raised automatically, full outcome).
08/09/2026 11:05 by Sunita Pillai (sunita.pillai@
Post placement support contact with the participant on 08/09/2026: successful. Going well; has asked about weekend shifts.
{"data": [{"id": 4182,"kind": "contact","body": "Phone call: Linh confirmed Friday's appointment and will bring her latest payslip. She asked about a Certificate III in Individual Support; I will check course dates.","tags": ["Contact"],"author": {"staff_user_id": 14,"label": "Sunita Pillai (sunita.pillai@northfold.example)" },"occurred_at": "2026-09-16T10:42:00+10:00","recorded_at": "2026-09-16T10:42:19+10:00","stamp": "16/09/2026 10:42 by Sunita Pillai (sunita.pillai@northfold.example), superseded 16/09/2026 14:05" ,"revision": {"number": 1,"revises_note_id": null,"root_note_id": 4182,"reason": null},"superseded": {"at": "2026-09-16T14:05:37+10:00","by_note_id": 4197}},{"id": 4197,"kind": "contact","body": "Phone call: Linh confirmed Thursday's appointment and will bring her latest payslip. She asked about a Certificate III in Individual Support; I will check course dates.","tags": ["Contact"],"author": {"staff_user_id": 14,"label": "Sunita Pillai (sunita.pillai@northfold.example)" },"occurred_at": "2026-09-16T10:42:00+10:00","recorded_at": "2026-09-16T14:05:37+10:00","stamp": "16/09/2026 14:05 by Sunita Pillai (sunita.pillai@northfold.example) (revision 2 of note 4182)" ,"revision": {"number": 2,"revises_note_id": 4182,"root_note_id": 4182,"reason": "Corrected the appointment day: Thursday 17/09/2026, not Friday."},"superseded": null}]}Sample people are invented. Writing a note, correcting one and resetting all work with a keyboard, and nothing you type here is sent anywhere.
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The date, time and user stamp the Guidelines require on every file note.
“Where Providers manage File Notes through an approved IT System, the system must ensure File Notes have a date, time and user stamp on the entry, and these details are included in extracts or printouts uploaded to the Department's IT Systems as Documentary Evidence.”
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In the product
The note history from the API: the original kept, marked superseded, beside the revision and its reason.
How it works
Writing a note
A consultant types the note, chooses whether it is confidential, and saves. The stamp appears at once: the server's time in Sydney, and the person who wrote it. Time spent and travel time can be recorded beside it. In the build
Correcting a note
"Correct this note" asks for a reason before it saves anything. Once saved, the original stays exactly as written and is marked superseded, the correction becomes the current version, and both stay on the record with their stamps. There is no delete button, on a note a consultant wrote or one Workstride wrote for you. In the build
Notes Workstride writes for you
At the moments that matter, Workstride writes its own stamped note: an attendance result, a support contact, a placement acceptance, a break, a claim submission, a query raised or answered, a complaint, an exit, reverse marketing, a referral, or an Ongoing Support Assessment. Each carries a named system actor in place of a person. In the build
“Where Providers manage File Notes through an approved IT System, the system must ensure File Notes have a date, time and user stamp on the entry, and these details are included in extracts or printouts uploaded to the Department's IT Systems as Documentary Evidence.”
On sample data
Documents and evidence
A document only counts as evidence once it has passed a scan, and a request to the participant is tracked until it arrives.
A document can sit against any record: a resume, a form, a certificate, correspondence, identity, a payslip, an agreement or general evidence. A file only counts as evidence after it passes a malware scan, run by a scanner beside the application rather than an outside service. An infected file is quarantined and stays on the record with the attempt still visible, never quietly removed. Workstride keeps a SHA-256 fingerprint of every file, a confidential document needs its own permission to view, and every download is logged. In the build
NGUYEN, Linh
Participant #2187
| Document | Kind | Scan | Uploaded | Download |
|---|---|---|---|---|
| Payslip for 31/08/2026 to 13/09/2026payslip-2026-09-13.pdf, 212 KB | Payslip | Clean | 14/09/2026 16:22Linh Nguyen (participant portal), participant portal | Download |
| Payslip for 17/08/2026 to 30/08/2026IMG_4471.heic, 1,806 KB | Payslip | Clean | 31/08/2026 18:25Linh Nguyen (participant portal), participant portal | Download |
| Scan from the libraryscan-2.pdf, 88 KB | Evidence | Infected | 31/08/2026 18:31Linh Nguyen (participant portal), participant portal | |
| National police checkpolice-check.pdf, 96 KB | Evidence | Clean | 12/06/2026 09:45Sunita Pillai, staff | Download |
| Resume 2026resume-linh-nguyen.pdf, 184 KB | Resume | Clean | 11/06/2026 10:20Sunita Pillai, staff | Download |
Requests to the participant
Your latest payslip (payslip, due 18/09/2026) Waiting
Payslip for 17/08/2026 to 30/08/2026 (payslip, due 04/09/2026) Received
Nothing needs attention on this record.
- Platform id
2187- previous_system
LC-004418
Created 24/11/2025 09:02, updated 16/09/2026 14:05.
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- Cleaner Coral Coast Facilities Interview
- Retail assistant Ridgeway Pharmacy Applied
Copy of your first aid certificate
A photo is fine.
Please send it by 22/09/2026.
- Tuesday 22/09/2026 10:30 Job search, Townsville office
- Tuesday 06/10/2026 14:00 Contact, online
Website controls, not the product: nothing is uploaded here.
Ask the participant for a document through the portal, and Workstride tracks it until it arrives: waiting, sent, scanned and clean, or sent and quarantined so it can be asked for again. In the build On a placement or a claim, "complete" today means at least one clean evidence document, or an outcome period achieved on recorded hours; evidence checklists and bundles built for a particular claim are planned.
Status, part by part
| Capability | Status | Rule, gate or note |
|---|---|---|
| Stamped file notes with revisions, no delete | In the build | Part A 5.3.1 |
| Notes Workstride writes for you | In the build | Attendance, support contacts, claims, queries, complaints, exits and more |
| Confidential notes, tags, time spent and travel time | In the build | Confidential notes need their own permission to view |
| Documents on any record | In the build | Resume, form, certificate, correspondence, identity, payslip, agreement, evidence |
| Malware scanning, quarantine and a SHA-256 fingerprint | In the build | Runs beside the application; infected files stay visible |
| Document requests tracked until they arrive | In the build | Through the participant portal |
| Confidential documents and logged downloads | In the build | A separate permission; every download recorded |
| Note templates with IEA defaults | Planned | Starting points, not a decision the template makes |
| Stamped PDF note extracts for upload | Planned | For upload to ESS Web as Documentary Evidence |
| Printing selected or all notes | Planned | |
| One note linked to several records | Planned | Today a note is recorded once, on the record it is written from |
| Evidence checklists and bundles per claim | Planned | "Complete" today means one clean document, or hours achieved |
| Documents produced by forms; records retention tooling | Planned | Part A 5.8 sets the seven year retention rule |
| Notes and evidence sent to ESS Web | Waiting on approval | Web services under the Third Party IT Vendor Deed |
| AI drafts of a file note | Waiting on approval | The Department's written approval for AI reading participant data; see the assistant |
- In the buildA first version exists and runs on sample data. No provider uses it yet.
- PlannedOn our roadmap, not built yet.
- Waiting on approvalNeeds a decision from the Department or DEWR, a supplier agreement, or legal sign-off.
What it does not do yet
- Stamped PDF note extracts for ESS Web Planned
- Note templates and printing Planned
- One note linked to several records Planned
- Evidence checklists and bundles per claim Planned
- Sending notes and evidence to ESS Web Waiting on approval
Related pages, guides and tools
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Queries, complaints and exits
Questions and complaints are answered on the same kind of stamped record.
In the build
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Staff access and training
Confidential notes and documents follow the same permissions as everything else.
In the build
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Claims and outcome tracking
Evidence status shows plainly on a claim before it reaches the claims board.
In the build
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File notes and Documentary Evidence
What the Guidelines require of a file note and of Documentary Evidence.
Questions about file notes and evidence
Can a manager delete a note that was written by mistake?
No. Nobody can delete a file note in Workstride, including a Security Contact or a tenant administrator. A mistaken note is corrected with a reason, and both versions stay on the record (Part A 5.3.1).
Does a corrected note look different from an original one?
Yes. A note that has been corrected is marked superseded and shows the revision that replaced it. The reason for the correction is kept beside the new version, not written over the old one.
Can we upload a stamped note extract to ESS Web today?
Not yet. Producing a stamped PDF extract of notes for upload is planned. Until then, Workstride does not send notes to ESS Web, and each note shows that it has not been sent.
Can we use this with participants now?
No. Using Workstride with participant data first needs DEWR to accredit the Workstride system and us to hold a Third Party IT Vendor Deed, then your organisation's written approval from the Department (Part A 7.2.2).
Sources
- Inclusive Employment Australia Guidelines Part A, version 1.1
Sources checked on 17/09/2026. Checked against the build on 17/09/2026.
See it on sample data, with the people building it.
A walkthrough covers the parts of Workstride your teams would use, the status of each one, and the approval steps your organisation takes.
Using Workstride with participant data first needs DEWR to accredit the Workstride system and us to hold a Third Party IT Vendor Deed, then your organisation's written approval from the Department (IEA Guidelines Part A 7.2.2).
Workstride is new, and we are inviting Inclusive Employment Australia providers to help shape it before launch. Help shape Workstride.
Tell us who is coming
Send the form with the roles you want to bring and the parts you want to see.
We reply to set a time
We suggest times that suit your team and confirm what the session will cover.
The walkthrough
Sample data only, with the status of every part said out loud. Nothing about your participants is asked or needed.