Agree and complete next steps
NDIS care team meeting agenda: a template for decisions and next steps
A useful NDIS care team meeting agenda starts with what the participant wants to work through. For each question, bring together the relevant information, discuss the choices and record the actual outcome. Before finishing, check the participant's view, who has accepted each action and when the next check is needed.
Use the agenda, minutes and action templates below on paper or in a document, with the detail your situation needs. They are optional coordination tools, not an NDIS-required meeting format. A useful outcome may be an agreed next step, more information needed or a decision the person wants time to consider.
- For:
- NDIS participants, chosen supporters, families, coordinators and professionals preparing a care-team discussion
- Includes:
- Agenda + minutes + action follow-through + worked example + PDF, Word and text copies
- Time:
- 13 minute read
Published 6 September 2026 · Updated 23 October 2026
Written by Callum Cruikshank — Founder of Kinovo
Callum draws on his family's lived experience of coordinating support. These resources offer practical coordination ideas, not clinical, legal or NDIS funding advice. No independent clinical review is claimed.
Get the practical tools
Copy the agenda, minutes and action follow-through card below, or download the matching PDF, Word and plain-text tools. Add questions, supporting detail and further entries where needed. No account or email address is required.
- Download the agenda, minutes and action tools (PDF)
- Download the editable Word copy (.docx)
- Open the editable plain-text copy (.txt)
Copy the care-team meeting agenda
Prepare this with the participant in their preferred way. Add questions and supporting information as needed. The minutes and action card below carry the outcomes forward.
Care-team meeting for [name or agreed reference] - [date / method / agreed finish time]
What the participant wants this conversation to achieve: ___
How they want to contribute / communication support / breaks or another way to give their view: ___
People they want involved / purpose of each contribution / information needed from anyone absent: ___
Questions for discussion / what we need to understand or decide about each: ___
Current information each person agreed to bring / source and date / gaps: ___
Who can confirm the relevant information or decision within their role / any authority needing clarification: ___
Attendance, preparation or follow-up charges to confirm / person checking the arrangement: ___
People who accepted organising, facilitating and note-taking / how the participant will check the summary: ___
Draft and final summary readers / agreed sharing method / current copy location: ___
Opening: check the purpose, participation preferences and any change to the agenda.
For each question: hear the participant's view; check current information and gaps; explore the options; record what was agreed, deferred or left unresolved.
Before finishing: read back the outcome in a suitable format, check accepted actions and timing, and agree the summary review and next contact.
If a decision is not ready, record what would help and the next accepted information request. Urgent concerns use the appropriate immediate route.
Decide what needs people to think together
'We should catch up' leaves people unsure what to prepare. 'What information do we need before arranging a visit to the community activity?' gives the conversation a purpose. Ask the participant what they want to achieve and whether a meeting would help.
A discussion can help when people hold different pieces of information, an option needs exploring or a responsibility cannot be settled through a straightforward request. A written update or separate conversation may be easier for something routine. Agree how any additional topic will be addressed, especially one the participant wants raised, rather than dropping it because time is short.
This is your care team's practical discussion. An NDIA plan meeting is a different process with the Agency's planner. A plan implementation meeting is another distinct conversation about using an approved plan.
The NDIA explains plan implementation meetings. A care-team agenda can help prepare questions, but its minutes do not approve NDIS funding or authorise a clinical change.
For ongoing updates between discussions, use how to keep an NDIS care team on the same page.
Prepare participation, information and roles
Ask how the participant wants to contribute: during the meeting, beforehand, in writing, with communication aids, in a smaller conversation or with chosen support. Check the setting, access, language, pace, breaks and who they want present. Someone can need more time to consider an option without being left out of the decision.
The NDIA supported decision-making policy centres the person's will, preferences and rights. A chosen supporter helps the person express and work through a decision; that is different from another person having authority to decide. Check the scope of any representative's authority. A family relationship, job title or Kinovo Team leader role does not itself confer it.
For registered providers, the applicable Practice Standards depend on registration and supports. Where the core Rights and Responsibilities standards apply, they address accessible communication, chosen networks and time to consider options. They do not prescribe this agenda or a universal meeting length.
Invite people for a purpose, with the participant's involvement. Ask each contributor to bring the relevant current information, including necessary history or full instructions where needed. If someone cannot attend, ask what they can provide beforehand and how questions will reach them. The participant or family need not collect everyone's records.
Agree who will organise, help the discussion stay on track, take notes and check the follow-up. Ask those people to accept their part. An organiser can be a coordinator, provider, chosen supporter or another appropriate person; it need not be the family.
If a professional may charge for attending, preparation or follow-up, confirm the scope, fees and service arrangements beforehand. The NDIA's service-agreement guidance explains agreeing supports and costs. Do not assume attendance is free or that a meeting makes a cost NDIS-funded.
Agree who will receive draft and final notes and how the participant will check them. An invitation or attendance list does not itself settle permission to share every report or personal detail. Where an organisation relies on consent, discuss the purpose, recipients and consequences of a restriction, including any lawful records obligation.
The OAIC's consent guidance explains informed, voluntary, current and specific consent. NDIA information-sharing permission and permission for specified actions are separate arrangements.
See the NDIA's consent guidance for those Agency processes. Use the plan-sharing and decision-preparation resources below for the wider conversation.
Separate an update, a choice and an accepted action
- Update: 'The venue has replied with information about its entrance.'
- Choice still being explored: 'Would you like to visit after reading that information?'
- Accepted action: 'Sam has agreed to ask whether a quieter visit is possible, then bring the answer back before a date is chosen.'
Check the participant's view and the person's acceptance of the work. A suggestion, majority preference, silence or professional recommendation should not be recorded as the participant's decision. Record who confirmed an outcome within their role and what remains open.
A needed date and an accepted commitment are different. You may need information before an appointment even though its author has not agreed to supply it by then. Label the needed or requested timing, ask what is feasible and record the actual commitment separately. Keep a dependency visible rather than making a promise on someone else's behalf.
When an answer is missing, name the next information request and ask someone to accept it. 'Transport unresolved' describes a gap. 'Lee will ask about options once the venue supplies possible times' is work with a clear dependency. If nobody accepts the request, record that and agree who will help resolve it.
For a priority with several steps, use the goal-to-action worksheet.
A fictional meeting worked through
Morgan wants to explore a local ceramics group and asks a sibling, coordinator and worker to help work out what an introductory visit would involve. Morgan shares a written preference beforehand: a quiet introduction would feel more comfortable than joining a full session immediately. Nobody has yet confirmed quieter times or transport.
- Question
- Is an introductory visit wanted?
- Actual outcome
- Morgan wants more information before choosing a date.
- Accepted next step and check
- Sam, the sibling, volunteers to request quieter-visit options and accepts that request. Sam will check back at the agreed point if the venue has not replied.
- Question
- Is transport available?
- Actual outcome
- Not confirmed; availability depends on possible visit times.
- Accepted next step and check
- Lee, the coordinator, accepts the transport enquiry once times arrive. At the agreed trigger, Lee will check the shared result with Sam, who is handling the venue enquiry.
- Question
- Should regular attendance be booked?
- Actual outcome
- No decision yet. Morgan wants to consider the information first.
- Accepted next step and check
- Lee accepts checking with Morgan after the answers arrive about whether and how they want to continue. No booking action is agreed.
| Question | Actual outcome | Accepted next step and check |
|---|---|---|
| Is an introductory visit wanted? | Morgan wants more information before choosing a date. | Sam, the sibling, volunteers to request quieter-visit options and accepts that request. Sam will check back at the agreed point if the venue has not replied. |
| Is transport available? | Not confirmed; availability depends on possible visit times. | Lee, the coordinator, accepts the transport enquiry once times arrive. At the agreed trigger, Lee will check the shared result with Sam, who is handling the venue enquiry. |
| Should regular attendance be booked? | No decision yet. Morgan wants to consider the information first. | Lee accepts checking with Morgan after the answers arrive about whether and how they want to continue. No booking action is agreed. |
The minutes distinguish waiting information from a forgotten task. Sam's contribution is voluntary; the family is not assigned the whole follow-up. If the venue cannot offer a quieter visit, the team returns that answer to Morgan and discusses what they want to do. The example does not establish funding, clinical suitability or a provider's availability.
Copy the meeting minutes
Record the actual outcome for each question. Add entries as needed and keep a draft clearly marked until the agreed checking process is complete.
Meeting / participant or agreed reference / date / people who contributed: ___
Summary status and version / person maintaining it / current location: ___
Question discussed / participant's view / how that view was checked: ___
Information considered / source and date / relevant gaps: ___
Actual outcome: decision / accepted action / more information / no decision yet / no action needed
What was agreed or decided / who confirmed it within their role: ___
Suggestions, differences of view and questions still unresolved: ___
Next action and useful result / person who accepted it, or acceptance still needed: ___
Needed or requested timing and reason / separately, accepted commitment or check trigger: ___
Missing information / next accepted enquiry / person and fallback contact: ___
Who will check this draft / accessible format or method / agreed check point: ___
Corrections agreed / unresolved correction labelled / current version shared: ___
Agreed readers / suitable sharing method / person sending the relevant information: ___
These minutes record the discussion. They do not create representative authority, clinical approval or NDIS funding approval.
Follow through on what people accepted
Before finishing, read back the outcome in a format that works for the participant. Check suggestions, unanswered questions and differences of view separately from decisions. Then ask each action owner to confirm the specific next step and realistic timing, including any information or permission needed first.
At the agreed date or trigger, check the result rather than only whether a message was sent. If the work is waiting, record what is missing, who can answer and who has accepted the next contact. If the owner cannot continue, agree another person, timing or scope; do not quietly transfer the work to a family member.
Close an action with its actual result, where relevant information is kept and who received it. A meeting held or a task marked done does not show that the intended result arrived. Check with the participant whether the result helped and whether they want anything else to happen.
Copy the action follow-through card
Use an entry for each action you need to track. Separate a proposed owner from someone who accepted it, and record the result before closing it.
Participant's priority / meeting date or source: ___
Specific next action and useful result: ___
Proposed owner / accepted by whom and when, or not yet agreed: ___
Needed or requested timing and why: ___
Accepted commitment / agreed date or event for the next check: ___
Information, authority or permission needed first / who is checking: ___
Status: proposed / accepted / waiting / completed / changed
If waiting, what is missing / person who can answer / agreed fallback: ___
Next follow-up / person who accepted it / check date or trigger: ___
If the owner cannot continue, revised agreement and who confirmed it: ___
Actual result / relevant current document / completion checked on: ___
Who needs the result / how it was shared / participant's feedback and any new action: ___
Send a summary people can correct
Agree who will check the draft, the format they can use and when someone will follow up. A participant may prefer the summary read aloud or discussed with a chosen supporter. Mark a statement as uncertain if it has not been checked; an unanswered message should not be treated as agreement.
Copy this follow-up wording
Thanks for the discussion about [purpose]. This is a draft summary for checking with [agreed people].
The outcome we recorded was [outcome / who confirmed it within their role]. [Participant's chosen method] will be used to check their view.
[Name] accepted [action and useful result], with [accepted timing / check trigger]. [Needed or requested date] is [agreed / not yet confirmed]. We are still waiting for [information], and no decision has been made about [open point].
Please flag corrections through [agreed method]. [Person who accepted the review follow-up] will check at [agreed point]. The checked summary will be shared with [agreed readers] through [suitable channel].
Keep corrections and unresolved differences visible, update the current summary and tell its intended readers when a material correction changes the outcome or action. Each provider should still make the professional records it is responsible for; a shared summary does not automatically replace them.
The Commission's Working Together guide supports agreed communication and useful records of conversations. Its applicable core information-management standards address provider records separately.
See the core information-management guidance for those registered-provider requirements. For a delayed response, the support-coordinator follow-up guide below offers wording you can adapt.
If the conversation cannot settle the question
- The participant wants more time or another way to contribute
- Ask what would help and whether they want the discussion paused, narrowed or continued another way. Record their preferences and what remains undecided. Where another person has authority to decide, check its scope while keeping the participant's will and preferences central.
- Someone with the relevant information cannot attend
- Decide with the participant what can usefully be discussed now. Request the missing contribution and agree how questions will reach that person. Do not make a commitment on their behalf or treat their absence as approval. Record an information request and a next check where accepted.
- There is disagreement or nobody accepts the action
- Record the actual difference and what information or advice could help. Ask about another owner or scope rather than naming someone who has not agreed. A majority preference does not itself create decision-making authority. Clinical, legal or funding uncertainty needs the appropriate advice or process.
- Time runs short or a reply does not arrive
- Prioritise the remaining questions with the participant and agree the next conversation, written contribution or follow-up. Keep an important needed date visible. At the agreed check, use the fallback contact and discuss the effect of any delay; the family need not absorb the unassigned work.
An urgent health or safety concern needs the relevant immediate route rather than waiting for a meeting. The NDIS Commission's reporting guidance says to call 000 if life may be at risk or an emergency could involve critical harm or serious injury.
Using Kinovo for the shared follow-up
Kinovo can help your invited care team arrange a meeting and keep relevant shared files, agreed goals, accepted tasks and related messages together. Ask contributors to update their part so the participant or family does not have to recreate every conversation.
Check the audience of the meeting, notes and linked documents separately; selecting attendees does not make every record private to those people. Team leader permissions manage software access, not authority to make the participant's decisions. Make sure work described in notes has also been accepted and recorded where the team tracks tasks; writing minutes does not itself create or complete that work.
The Help Centre explains calling and responding to team meetings. Keep the professional record, source permissions and clinical or NDIA processes with the appropriate people.
Official guidance checked for this resource
Sources checked on 23 October 2026. These templates are practical coordination aids, not prescribed NDIS forms, meeting rules or an independent professional review.
Keep the meeting's accepted next steps together
Create a Kinovo account to keep relevant shared files, agreed goals, accepted tasks and follow-up messages in one care-team workspace. Invite the people contributing with appropriate access so they can update their part. Review notes and document audiences before sharing. Team leader permissions manage software access; participant decisions, professional advice and NDIA processes remain separate.
You can keep using this resource without an account. Set up or join a care team when you are ready.
FAQ
Is this an NDIA plan meeting agenda?
This template is for a participant and their care team to discuss practical support questions. NDIA plan meetings and plan implementation meetings are separate processes. Care-team minutes do not approve funding, authorise clinical changes or establish representative authority.
Does every care-team member need to attend?
Invite people for a purpose, with the participant's involvement. Someone may be able to contribute information beforehand or answer a question afterwards. Check any relevant professional or service-specific requirements separately; this template does not set a quorum or attendance rule.
What if the participant does not want to attend the meeting?
Ask how they want their views sought and checked, whether the discussion should proceed, and who they want involved. They may prefer another format, communication support, a chosen supporter or more time. Check any representative authority rather than treating non-attendance as consent to decisions.
How long should the meeting be and how often should we meet?
Agree a purpose, a workable format and time with the participant and contributors. A needed conversation, changed circumstances or agreed check may guide the next meeting. There is no meeting length or schedule prescribed by this template; routine updates may be easier another way.
What if we do not reach a decision?
Record what is unresolved, the participant's view and what information or advice would help. Ask someone to accept the next enquiry and agree a check point. A useful meeting can end with a clear question or no action needed rather than a forced decision.
What if an action owner cannot meet the date?
Keep the needed or requested date separate from the commitment they actually accepted. Discuss the effect of the delay and agree revised timing, another owner or a different scope. Record the new agreement and tell the people affected. Do not silently transfer the work to the family.
Who should receive the meeting minutes?
Agree intended readers, purpose and a suitable sharing method with the participant, using the support they need and checking any representative authority. A person may need an action or relevant extract rather than every sensitive detail. Check lawful provider records obligations and linked-file access separately.
Are professionals' meeting costs automatically covered by the NDIS?
No funding assurance comes from using this agenda. Confirm any attendance, preparation and follow-up charges and the relevant service and funding arrangements before committing. Ask the provider and appropriate NDIS contact about your circumstances rather than assuming every meeting cost is covered.
Disclaimer
General coordination information, not individual legal, clinical, privacy or NDIS funding advice. Use the relevant professional, consent, representative and Agency processes for decisions that require them, and the agreed immediate route for urgent concerns.