Participants and employersPart 1 of 4
Caseload and participant records
Every participant has one record with everything about them in one place, and Workstride flags the caseload records that need tidying.
Workstride is being built for accreditation by DEWR as a Third Party Employment System. It is not yet accredited.
- One record
- Fields, notes, documents, messages, alerts and jobs, all on one page
- Hygiene alerts
- Six checks for a caseload that needs tidying, switched on by default
- Arrives today by
- Form, the API, or an import batch
Shares its record with Placements and money
What it does
For consultants who own a caseload, site and regional managers checking it, and claims officers who need the context behind a claim.
Each participant has one record, keyed on their Job Seeker ID: program, phase, stream, Funding Level, benchmark hours, site and the consultant managing them. Workstride adds a few fields of its own, worked out from the record rather than typed in: time in program, and the date of the last file note.
The same page carries everything else about that person too: file notes with their date, time and user stamp (Part A 5.3.1), documents and the requests waiting on them, messages, alerts, queries, reverse marketing, job referrals and recommended vacancies, Progress Fees, and exits and transfers. Service desk links sit alongside, and the assistant panel is there but locked, off until a provider turns it on and records the Department's approval. In the build
Caution
A record with no managing consultant or no site is easy to lose track of, because nothing routes to the right person until it has an owner. Workstride's hygiene alerts catch the common gaps, but someone still has to act on them.
On sample data
One participant, everything on the page
Linh Nguyen's record at Northfold Employment. Tab to a panel's controls to use them: record a note, refer her for a recommended vacancy, or handle a message. Identifiers are masked, as they are throughout the product.
NGUYEN, Linh
Participant #2187
- Name
- NGUYEN, Linh
- Job Seeker ID
- ****7362
- Given name
- Linh
- Family name
- Nguyen
- Preferred name
- Not recorded
- Date of birth
- 14/03/1991
- Age
- 35
- Status
- In Progress
- Phase
- Post Placement Support
- Funding level
- Level 3
- Stream
- Intensive
- Benchmark hours
- 15.00
- Commenced
- 24/11/2025
- Exited
- Not recorded
- Exit reason
- Not recorded
- Site
- Wollongong (WOLL)
- Managed by
- Sunita Pillai
Recommended for Linh
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.
22/06/2026 15:30 by Dimitra Kallis (dimitra.kallis@
Placement accepted: Personal care assistant at Heronsgate Aged Care, starting 22/06/2026, outcome start date 22/06/2026.
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.
ReceivedEMAIL from [email protected]16/09/2026 19:14
Re: Your appointment on Thursday 17/09/2026
Hi Sunita, yes I will be there at 1pm and I will bring my payslip. Thanks, Linh
SentEMAIL to [email protected]16/09/2026 09:02by Sunita Pillai
Your appointment on Thursday 17/09/2026
Hi Linh, This is a reminder of your appointment with Sunita Pillai on Thursday 17/09/2026 at 1:00pm at Wollongong office. If you cannot make it, reply to this email or call (02) 5550 0130 so we can find another time. Sunita Pillai Northfold Employment, Wollongong
Sample data. Invented names.
-
Good practice
The reasons behind a recommendation are written out in full, the same rules as the employers and jobs page. Referring Linh stamps a note here and on the vacancy.
-
Every note keeps its date, time and user stamp, and a correction is saved as a revision beside the original.
“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.”
-
Good practice
This record is clean today, so the Alerts panel has nothing to show. Hygiene alerts appear here the moment something needs tidying, such as no site or no note in 30 days.
Records that need tidying
Six hygiene alerts ship switched on, so a caseload's rough edges show up without anyone going looking for them.
| Alert | What it catches |
|---|---|
| No case manager | A record with nobody named as the managing consultant. |
| No site | A record outside every site's scope, so it will not appear on anyone's caseload list by default. |
| No note in 30 days | Notes exist, but not for a month. |
| Never had a note | Not one file note has ever been recorded. |
| CRN missing | No Customer Reference Number on file. |
| Exited in the Department extract | The Department's own extract shows an exit that Workstride has not yet reflected. Waiting on approval |
These alerts also work as saved searches on Lists and alerts, so a manager can open the whole list, not just count it.
Before commencement
From enquiry to commencement
A person interested in your service starts as a lead, not a participant record, until there is somewhere for them to land.
A participant lead holds a name, date of birth, contact details and preferred contact method, the services they are interested in, a recorded privacy acceptance with its consent time, a lead source, a site and a lead manager. It moves through stages: enquiry, contacted, eligibility checked, referral requested, awaiting commencement, commenced, or lost. In the build
By default, a new lead gets a first-contact deadline of two business days, and an alert flags any lead still waiting after seven. Leads can also arrive through the API, matched on CRN, email, mobile, or name together with date of birth, so a website form or a partner system can post one without creating a duplicate (Part A, chapter 6).
Note
Turning a lead into a participant record, and doing that straight from the Department's own caseload extract, is planned. Today the two are separate: a consultant opens the participant record by hand once someone is ready to commence.
Planned: sketch, not the product
Participant leads as a board
Leads, stages and first contact deadlines exist today as a list in Workstride. This drawing shows the same leads arranged by stage.
Enquiry (2)
Jarrah Collins
Community event
Sunita Pillai · 1 day
Due today
Mina Farah
Website form
Unassigned · 0 days
Due 21/09/2026
Contacted (2)
Lucas Ferreira
School careers adviser
Jess Kavanagh · 9 days
Waiting over 7 days
Talia Moore
Walk-in at the Wollongong site
Sunita Pillai · 3 days
Eligibility checked (1)
Ewan Robertson
Community event
Sunita Pillai · 2 days
Referral requested (2)
Amira Saleh
Neighbourhood centre referral
Jess Kavanagh · 6 days
Waiting over 5 days
Tom Gallagher
Website form
Sunita Pillai · 1 day
Awaiting commencement (1)
Keira Dunn
Transfer from another provider
Sunita Pillai · 4 days
How it works
Where a record comes from
Today a participant record is opened by hand, arrives through the API, or lands in a bulk import batch. Every record carries an external id, so a caseload exported from another system lines up without duplicates. In the build
The Department's own caseload subscription already lands raw extract rows, but nothing yet maps them onto participant records, so a nightly refresh from the Department is planned, not built. Live access to that subscription is a separate, per-provider approval from the Department. Planned Waiting on approval
Keeping a caseload tidy
Derived fields such as age, time in program, last note and note count are worked out for every record and can be used in any saved search, so "no note in 30 days" is a real, clickable list, not just a count on a tile.
“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.”
Status, part by part
| Capability | Status | Rule, gate or note |
|---|---|---|
| Participant records, derived fields and panels | In the build | Part A 5.3.1 |
| Caseload hygiene alerts | In the build | Six checks, switched on by default |
| Participant leads, stages and first-contact deadline | In the build | Two business days is a Workstride default |
| API and bulk import intake | In the build | External ids keep it idempotent |
| Leads board (Kanban) | Planned | Stages and deadlines already exist as a list |
| Full Department extract on the record, activity stream, Job Plans, ESS Web deep links | Planned | No mapping from the raw extract yet |
| Refreshing the caseload from the Department's subscription | Waiting on approval | Per-provider subscription access from the Department |
- 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
- A leads board, rather than a list. Planned
- Converting a lead into a participant record automatically, including from the Department's caseload extract. Planned
- The full Department extract shown on the record, deep links into ESS Web, a printable activity stream, and Job Plan and activity tracking. Planned
- Loading or refreshing a caseload from the Department's own extract. Waiting on approval
Related pages, guides and tools
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Appointments
Appointments booked from a record show up in the consultant's own calendar.
In the build
-
Lists and alerts
Turn a hygiene alert into a saved search a manager can open and act on.
In the build
-
Job starts and placements
A referral from the record becomes a placement, then outcome tracking.
In the build
-
File notes and Documentary Evidence
What a compliant file note needs, and how a correction is kept.
Questions about participant records
What happens when a record has had no note for 30 days?
It appears in the "No note in 30 days" alert, and on any saved search built from it, until someone adds a note or moves the record to a different consultant. Nothing else happens on its own.
Can a lead arrive from our own website?
Yes, through the API. Leads are matched on CRN, email, mobile, or name together with date of birth, so the same person submitting twice does not create two leads.
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
- Inclusive Employment Australia Guidelines Part A, chapter 6 (privacy and consent)
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.