Pilot documentation

Pilot is Clearline Health's platform for NDIS Support Coordinators. It's built around one premise: the SC who can defend funding decisions at plan-review with documented evidence keeps participants funded. Pilot pulls operational evidence across all your connected providers + your direct observations, into one funding-defence pack per participant per review cycle.

If you're new: create an account and add your first participant. Already running: jump to funding-defence evidence or plan-review reports.

What is Pilot?

Pilot is built for sole-practitioner and small-team Support Coordinators who manage 20-100 participants. It's not a CRM. It's not a billing tool. It's a coordination platform with a particular focus on plan-review evidence — the moment in a participant's plan cycle where decisions about future funding get made.

What Pilot does:

Stores participant context — diagnosis, supports, plan dates, goals — sourced from you + cross-referenced with Compass + Aura where the family has linked accounts
Receives shift summaries, incident notifications, and progress updates from your linked SIL providers (Aura OS) without manual chasing
Receives clinical reports from linked OTs (Scrive) on completion — no PDF chasing
Tracks goals against plan + flags when funding burn is off-track
Generates funding-defence evidence packs — chronological, sourced, ready for plan review
Produces an Implementation Report + Plan Review Funding Justification — the two NDIS-template documents most SCs charge by the hour to write

What Pilot is not:

It's not a billing system. SCs invoice through their normal channels.
It's not for SIL providers — that's Aura OS. It's not for families — that's Compass. It's not for OTs — that's Scrive.
It's not a substitute for participant relationships. It's the records system that makes those relationships defensible.

Create your Pilot account

Pilot uses email + password signin.

Visit clearlinehealth.com.au/pilot/register/. The signup form is on its own page (the main /pilot/ URL goes to signin only).
Fill in your details: work email, password (12+ chars), full name, your role (Sole Support Coordinator / Senior SC / etc.), and your NDIS registration status.
Select your primary report types from the checkboxes — Functional Capacity Assessments, Assistive Technology, SIL Evidence, SDA Evidence, Home Modification, Plan Review. These influence the templates Pilot offers and don't lock anything; you can produce any report at any time.
Tap Create account. You'll receive a confirmation email; click the link to verify.
Sign in at clearlinehealth.com.au/pilot/ with your email + password. You'll land in an empty Pilot dashboard.

Pricing: Pilot is free for the first 5 active participants. After that, it's a per-participant monthly fee that scales with caseload. See the pricing page for current rates. The first 7 days unlock the Pro tier so you can try the full feature set against your real caseload.

Add your first participant

From the dashboard, tap + Add participant.
Enter the participant's NDIS number (9 digits). Pilot hashes this server-side and uses the hash to look for matches across Compass and Aura.
Enter name + date of birth + primary disability. These are the bare minimum for record-keeping.
Plan dates + management type. Pull from the participant's most recent NDIS plan letter.
Goals. Add the plan's funded goals one-by-one. You can edit later; just get the rough list in.
Save. The participant appears in your list. If matches were found in other Clearline apps, you'll see them in a banner — see Discover matches.

Discover matches across the platform

When you add a participant, Pilot checks for matching NDIS hashes in Compass (families) and Aura OS (SIL providers). If matches are found, you'll see a banner: "This participant appears in [N] other Clearline products".

What you see is anonymous — just the count + product type + consent owner. You don't see who; the family controls that. The family receives a notification that an SC has been added to their participant and can choose to approve the link.

This is the SC's entry point into a participant's care team — discovery is automatic, but the link still requires explicit approval.

Participants page

The Participants page shows every participant in your caseload with quick filters: plan ending soon, review due, funding burn high, no recent updates. Click a participant for the detail view.

The detail view organises everything per participant:

Plan summary + funding state (live, pulled from linked providers if available)
Goals + progress (sourced from your direct notes + the family's Compass if linked)
Connect requests inbox — pending links, active links, scope assignments
Data inbox — what's flowed in from linked providers/OTs since you last checked
Plan-review timeline — what you've prepared, what's due

Connect requests + scope

Pilot uses Connect to receive operational data from SIL providers via Aura. Unlike family ↔ provider links, SC ↔ provider links are scope-based — when you invite a provider, you pick which categories of data you need.

Scope	What flows in
`shift_hours`	Aggregate hours per fortnight per participant. Not individual shifts; not workers.
`incidents`	Incident notifications by type + date. Full report visible if the provider opts in.
`training_compliance`	Whether the provider's workers are up-to-date on mandatory training. No individual worker detail.
`medication_summary`	High-level med admin state (on track / overdue / refused) — no doses or specific medications.
`policy_state`	Whether the provider's PolicyDesk is current (annual reviews on time). Useful for SIL audit prep.
`audit_evidence`	The provider's per-participant audit evidence pack, on request. Used at plan review.

The provider approves each scope individually — they might grant shifts + incidents but withhold medication summary, depending on the family's wishes. Whatever they approve is what you see.

Data inbox

The Inbox module is the chronological view of everything that's flowed into Pilot from linked providers + OTs since your last visit. Filter by participant, by source, by event type.

Most SCs check the inbox once or twice a week, mark items as reviewed, and act on anything that needs attention (incident escalations, plan-review milestones, funding alerts).

Funding-defence evidence

The whole point of Pilot — when you defend a participant's funding at plan-review, you need evidence. Pilot collects it for you.

For each participant + each goal, Pilot builds an evidence package:

Goals and their progress (your notes + the family's notes + the OT's reports)
Service utilisation — how the plan funding has actually been spent, sourced from linked providers
Incident summary (from Aura)
Clinical reports (from Scrive)
Plan-manager invoice summary (where available)

Export as PDF or share into the participant's Compass for the family to verify. This is your defence pack at the planner meeting.

Plan-review reports

Pilot generates two NDIS-template documents:

Implementation Report — the 7-section template the NDIS uses to ask "how did this plan's first half go?" You answer once in Pilot; the doc populates from your stored data + linked-product context.
Plan Review + Funding Justification — the "ask for the next plan" doc. Goals × supports × funding × evidence. Pulls everything from the evidence pack into the right sections.

These are the two documents most SCs charge clients $400-800 to produce manually. In Pilot they're a guided form taking ~30 minutes for a participant whose data is up to date.

Audit export

Need the full audit trail for a participant? Export → NDIA audit pack. SHA-256-hashed, tamper-evident, formatted to the NDIS Commission's audit specification.

This is what you produce if asked for a participant's full coordination record (rare but real). Generated in <30 seconds.

How Connect works for SCs

SCs sit in the middle of the Connect graph. Three kinds of link:

SC ↔ Family — the family approves you as their coordinator. They see your name in Compass Care team. You see their participant in Pilot.
SC ↔ SIL Provider — you request specific operational scopes from a provider. They approve scope-by-scope.
SC ← OT — clinical reports flow into your participant evidence pack from any linked Scrive OT.

Full Connect documentation: Connect.

Link to a SIL provider

Open the participant in Pilot → Care team tab.
Tap + Request a Connect link. The invite modal opens.
Pick the participant + enter the provider's email. The modal pre-selects the participant you opened.
Select the scopes you need. Multi-checkbox: shifts, incidents, training, etc. Pick only what you actually need — providers approve what you request, not everything.
Tick the consent attestation, add an optional personal message + send.
The provider receives an email with a sign-up link to Aura OS (if they're new) or a direct redemption link (if they already have Aura). They approve scope-by-scope from their Aura Settings → Pilot Connect card. The link goes active for whatever they approve.

Link to a family

Families generally invite SCs (not the other way around) — they choose who coordinates their plan. If a family has invited you, you'll see a pending link in your Pilot dashboard. Approve it; you're now their coordinator.

If a family hasn't yet onboarded to Compass, you can still work with them via your own records. Once they sign up to Compass and link to you, your past Pilot records for that participant become visible to them on approval.

Receiving OT reports

OTs using Scrive can publish their finalised reports directly into your Pilot evidence pack. From your side: nothing to do — once a Scrive OT links your Pilot account to a participant they're seeing, their next published report flows in automatically. You'll see a notification in Pilot's inbox.

To stop receiving: revoke the Scrive link from the participant's Connect requests tab.

Sign in / sign out

Pilot uses email + password authentication. Forgot your password? Use the Forgot password? link on the signin form; reset email arrives in ~30 seconds.

Sign out from the navigation menu. Pilot clears your session immediately; the next person using the same browser sees the signin form.

Privacy & data

Data hosted in AWS Sydney, Australian-domiciled per NDIS data residency expectations.
NDIS numbers stored as one-way cryptographic hashes after entry.
Audit log append-only (NDIS Commission requirement); 7-year retention.
You can delete your account + caseload at any time, subject to the 7-year audit retention.

Full posture: Compliance + Trust.

Get support

hello@clearlinehealth.com.au — 1 business day response. Email from your account address + include a screenshot of the issue.