COSMOS · For NDIS providers
Every NDIS referral, participant and worker — in one ordered place
COSMOS is the NDIS CRM and operations platform built with a registered NDIS provider: a referral pipeline from first inquiry to onboarded participant, the participant register, guardian intake and worker compliance tracking. It runs in production for Special Care Australia today.
Three modules
Referrals, participants and workers — on their own or together
NDIS referral management
Lead ManagementEvery referral is logged the moment it arrives — from a support coordinator, plan manager, hospital, school or family — and moves through New, Consult, Intake form, Agreement and Onboarded. The dashboard shows what needs attention today, and referrals that sit still past a threshold you set are flagged as stalled.
- Pipeline board, web referrals, referral sources and reports
- Assign to a team member, add notes, log follow-ups
- Stalled threshold and staff visibility are settings you control
Participant management
Client ManagementWhen a referral is onboarded it becomes a participant: the active caseload in one searchable register, with NDIS numbers, plan dates, support coordinators and case work in one place. Families and guardians complete intake themselves through a self-service form that validates as they go, and it lands straight in the record.
- One record per participant — searchable, exportable
- Plan end dates tracked, expired plans flagged
- Guardian intake with no account needed for the family
NDIS worker compliance tracking
Employee Onboarding & HRWorker screening checks, police checks, first aid and any other check you define, tracked per worker with expiry dates surfaced before they lapse. Staff upload their own evidence and see their standing in a "My Info" view; managers see at a glance who is current and what is missing.
- Check types you add and retire yourself
- Evidence uploaded and reviewed against the record
- A clear answer to "is everyone current?"
How it flows
How a referral becomes a participant
New
Logged the moment it arrives, with its source.
Consult
First conversation, needs understood.
Intake form
The family completes intake; it lands in the record.
Agreement
Service agreement in place.
Onboarded
Now a participant in the register.
Not proceeding is a stage too — a quiet, recorded exit rather than a referral that simply goes silent.
In production
Special Care Australia runs on COSMOS
A registered NDIS provider in Melbourne's south-east replaced inboxes, paper intake and spreadsheets with one system — referrals, participants and worker compliance — running in Microsoft Azure's Australia East region under their own branding.
- Your own instance, hosted in Australia
- Two roles, configurable staff visibility, and an audit log of every change
- Sits alongside the rostering and claiming tools you already use
Questions
Things NDIS providers ask us
Is COSMOS an NDIS CRM?
Yes, and more. Lead Management does what a CRM does for NDIS referrals: every inquiry with its source, assignees, notes, follow-ups and a pipeline to onboarded. COSMOS then carries on where a CRM stops, with the participant register, guardian intake and worker compliance in the same system.
Does COSMOS replace our rostering or claiming tools?
No. COSMOS covers referrals through to workforce compliance and sits alongside the rostering and claiming tools you already use.
Where is our data hosted?
In your own instance, in Australia. The Special Care Australia instance runs in Microsoft Azure's Australia East region.
Can we start with just one module?
Yes. Lead Management, Client Management and Employee Onboarding & HR are switched on per instance, so you can begin with the one that hurts most and add the others later — in the same system, with nothing to migrate.
See COSMOS with one of your referrals
Thirty minutes, no slides — just COSMOS, and a referral you're handling right now.