Share and privacy
Who should see my NDIS plan (and who should not)
The useful question is not “do I upload the PDF.” It is which piece each person needs — and who should not see the rest.
This page is a judgement guide and a copyable reply. Use it on its own. Kinovo is optional at the end.
It does not replace the official NDIS page on how to share a plan in the portal. Use that page for portal steps and consent records. Use this page when someone asks for the whole file and you need to decide.
- For:
- Participants, families, nominees and Team leaders
- Includes:
- Judgement guide + copyable reply when someone asks for the whole plan
- Time:
- 8 minute read
Published 5 September 2026 · Updated 6 September 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.
The new provider wants “the plan.”
The support coordinator already has a copy from last year. A support worker’s coordinator asked for the budget page. An aunt is in the family chat and would like the PDF “so she can help.” School wants goals. The GP wants history. Someone has the whole document in downloads, so the fastest answer is to attach it.
That attachment is how a plan becomes a group file.
The plan is yours. You choose who sees which part. A provider can ask. They cannot require the whole document as the price of starting. Family is not automatically entitled. A support worker who needs this week’s routine does not need every funding line.
The smallest useful set is the share. Everything else stays put until someone has a reason.
What this page is not
This is not the official how-to for myplace or the my NDIS participant portal.
The NDIA already publishes the portal steps, the relationships tab, and how to give or withdraw consent. If you need those clicks, use the official NDIS plan-sharing and consent pages linked under Official guidance.
This page is the judgement in front of the upload:
- Who is asking
- What they need to do their part
- What they do not need
- Who is allowed to decide
It is not legal advice, nominee advice, or a reason to hide current support instructions from the person who is in the house on Thursday.
The plan is not one document for one audience
People say “the plan” as if it were a single page that every helper should hold.
It is not. Inside that file sit different kinds of information:
- Who you are and how you want to be supported
- Goals
- Funded supports and budget
- Who manages the funding
- Community and mainstream supports
- Dates, nominee details, contact details
A plan manager cannot pay well without budget context. A new support worker can do harm with a stale “do not” and no budget page at all. An OT on visit one usually needs the current goal and the current instruction, not the last plan’s funding table.
If you treat every request as a request for the whole PDF, two things happen. People who need one line get twelve pages they will not read. People who should never have seen the budget now have it in email.
Who decides
Default: the participant.
If there is a nominee, the nominee may have authority to make that kind of decision. A parent, partner, sibling or Team leader is not automatically a nominee. Living in the same house does not open the plan.
A support coordinator can advise. They should not be the person who forwards the file because it is faster than asking.
A provider can request access through the official channels. You can say yes to part of the plan and no to the rest. You can change that later.
If you are unsure who is allowed to decide, stop before you attach. Official consent is recorded with the NDIA. A chat message that says “just send it” is not that record.
The smallest useful set
Before you share, name four things.
- 1. What this person is being asked to do
- Pay an invoice. Write a report. Run a Saturday shift. Book an OT. Sit in a planning meeting. If you cannot name the job, you cannot name the file.
- 2. The smallest piece that lets them do that job
- One current goal. The support line they deliver. The budget they manage. The visit-one instruction. Not the archive.
- 3. How long they need it
- This booking. This review. This period of cover. Ongoing until you take it back.
- 4. How they will receive it
- Official portal consent, a labelled extract, or a short written summary. A group chat is where copies multiply.
If the answer to “what do they do with the rest of the plan” is “nothing this month,” do not send the rest.
Who usually needs which piece
This is a conversation guide, not a rule the NDIA requires you to follow. The participant or nominee still decides. Roles change. A person can hold more than one role. When they do, share for the job in front of them, not for every hat they own.
| Person | Usually needs | Usually does not need |
|---|---|---|
| Participant | Their own plan, in a form they can use | Nothing withheld from them as a convenience to the team |
| Nominee | The parts they are authorised to decide on | Informal family commentary dressed up as the plan |
| Support coordinator or recovery coach | Current goals, coordination context, relevant supports and, where consented, budget and About me / My supports detail | Every clinical report “in case,” and family arguments that are not theirs to hold |
| Plan manager | Budget, management type, enough detail to pay the right provider for the right support | Day-to-day routines, behaviour history, or the full social story |
| Allied health professional | The current goal for this work, relevant constraints, the latest related letter | The whole funding table, other providers’ private notes |
| Support worker | Current routine, preferences, do / do not, who to call | Budget pages, nominee disputes, the last review submission |
| Provider administrator | The booking, the support they are paid to deliver, current practical instructions that change the shift | The person’s whole plan as an onboarding pack |
| Family member without authority | Only what the participant has agreed they may see | The PDF because they help on Tuesdays |
| School, GP, or other mainstream service | A short current summary written for that setting | An unredacted NDIS plan forwarded as “background” |
| A covering coordinator or temporary worker | The current picture for the dates they are acting | The archive and every closed complaint |
If a cell would change how someone supports the person this week, share that cell. If it would only satisfy curiosity, do not.
A service agreement can name the support and the rate without attaching every page of the plan. Official NDIS guidance is that the plan is yours, and you choose what to share. Providers may ask. You may share with some providers and not others. You may withdraw consent.
If you do share through the official portals, use the NDIA page for those steps. Do not treat an emailed PDF as the same thing as recorded consent. One is a copy in someone else’s inbox. The other is a permission you can change.
Family is not automatically entitled
This is the sentence most teams skip.
A parent who does the roster is not, by that fact, a person who should hold the budget page. An adult sibling who drives to appointments is not entitled to nominee-level detail. A partner who is the Team leader in a coordination workspace still only sees what the participant or authorised decision-maker has agreed that workspace may hold.
Help is not the same as authority.
If the participant wants a family member to see the plan, say so plainly and record it. If they want that person to see the Saturday routine and not the funding, say that too. The kindest share is the accurate one. A family chat where “everyone has the plan” is how a break-up, a house move, or a new partner becomes a privacy problem six months later.
What not to send
Do not attach the plan because it is the document you already have.
Leave out, unless the person has a current job that needs that piece:
- The full PDF as a default onboarding pack
- Budget pages sent to people who do not manage or coordinate funding
- Nominee, contact and date-of-birth detail dropped into a group thread
- Old plans “for comparison”
- Review submissions, complaint letters, or other people’s reports sitting behind the plan in the same zip
- Portal logins, myGov access, or screenshots of pages a provider can be given properly through consent
- Anything the participant has not agreed this person should see
If you are sharing a scan, look at every page. The page you meant to send is rarely the only page in the file.
The care-team coordination guide is the wider version of this idea: current picture, owner, waiting work — not one shared folder of everything.
If the person wants support exploring a choice, use the decision-preparation note.
Copyable reply when someone asks for the whole plan
Paste this. Delete the lines that do not apply. Do not add the PDF “just this once.”
Subject: Sharing what you need for [first name] — not the full plan
Hi [name],
I can share the information you need to do [the job: first visit / this support / paying this booking / coordination]. I am not sending the full NDIS plan.
What I can send now
[Current goal for this work / the support you deliver / a short visit-one instruction / official portal access to a defined part].
What that lets you do
[One sentence.]
What I am not sending
The full plan, budget pages that are not part of your role, and older documents you have not asked for by name.
If a specific page is required for [booking / report / payment], name that page and why. I will share the smallest useful piece.
Official plan-sharing and consent stay in the NDIS process. This email is not that record.
Thanks,
[Your name]
[Role]
Send it once. A second email that attaches the PDF anyway is how the first email becomes decoration.
Copyable decision note for yourself
Use this before you share, including with family.
Person asking: [name, role]
What they need to do: [one job]
Smallest piece that makes that possible: [goal / support line / budget / instruction / summary]
How they will receive it: [portal consent / labelled extract / written summary]
Until when: [date or “until I take it back”]
Who agreed this share: [participant / nominee / not yet agreed — do not send]
Review on: [date, or when this person leaves the team]
If “who agreed” is blank, the share is not ready.
When the plan changes
A new plan does not update the copies already in other people’s inboxes.
When a plan is replaced:
- Decide who still needs a piece of the new one
- Send the new piece only to those people
- Say the old file is no longer current
- Review official consent so a provider is not working from a finished plan
- Review family copies the same way you review provider copies
The dangerous file is not the official one in the portal. It is last year’s PDF named plan-final(2).pdf.
If you want different people to see different pieces
Email treats every attachment as a document for anyone who can open the thread. That is why the whole plan keeps travelling.
A shared care-team workspace is useful when the same judgement has to be applied more than once: this person can see the current instruction, that person can see the report they were asked to write, the budget file stays with the people who manage money, and a new professional does not inherit the archive by joining the conversation.
Kinovo is built for that pattern. A care team is invite-only and organised around one person. The Team leader manages who is in the workspace. Each document has its own visibility preset — for example all team members, all professionals, all family and supporters, selected people, or Team leaders only. Linking a file to a goal or task does not widen who can open it. An invitation to the workspace is not permission to open every file. A professional account does not open every client.
Treat the Team leader as someone who can see a file you put in the workspace. Most visibility presets keep Team leader oversight. If the Team leader should not see the full plan, do not upload the full plan. Use a labelled extract with tighter visibility, or keep that file out of the workspace.
That is the same rule as this page. Different people see different pieces. Family is not automatically entitled. The smallest useful set is the one you upload.
Kinovo is not the NDIS portal, not a consent form, and not a legal role. Official sharing with providers still happens through the NDIA. Clinical and billing records stay in the systems that already hold them. You can also keep using extracts and never create an account.
- How document visibility works
- Who controls the care team
- What Kinovo should and should not be used for
- NDIS care-team setup checklist
- How support coordinators can reduce chasing
- NDIS plan review checklist and reassessment evidence tracker
- Care Team Clarity Starter Pack
- What to send the new OT so you are not the briefing
- Support coordinator on leave: who to contact and what to hand over
Full MVP access is free for a limited time. No payment card required.
Official guidance
Use these sources for current consent and portal steps. The judgement on this page is practical coordination, not an NDIA requirement.
FAQ
Do I have to share my NDIS plan with a provider?
No. The plan is yours. You choose what to share, with whom, and for how long. A provider can ask for what they need to deliver the support. That is not the same as requiring the whole PDF before work starts.
Who can see my NDIS plan?
The participant, and anyone they or their nominee have given consent to see a defined part. Official provider access is recorded with the NDIA. Family, friends, school and other helpers only see what has been agreed. A Kinovo invitation, a group chat, or a forwarded email is not automatic entitlement.
Should I share my plan with my support coordinator?
Usually the parts they need to coordinate: current goals, relevant supports, and other plan detail you have agreed they may see. Review that share if the coordinator changes. Do not use the coordinator as a place to park every family document.
Can a family member see the plan because they help?
Only if the participant or authorised decision-maker agrees. Helping with transport, rostering or appointments does not open the file. Share the piece that makes their help possible.
Is emailing the PDF the same as sharing the plan in the portal?
No. Portal consent is a permission you can change through official channels. An emailed PDF is a copy you cannot pull back. Use the official NDIS page for portal steps. Use an extract or a summary when the person only needs one piece.
Should the full plan live in Kinovo?
Only if the people permitted to see that file are the same people who should see the plan, and the participant or authorised decision-maker has agreed. In most teams the better pattern is a labelled current piece with tight visibility, not the whole plan as a default team document. Visibility presets exist so the budget, the routine and the report do not have to travel together. Do not upload the full plan if the Team leader should not see it — most presets keep Team leader oversight.
Disclaimer
This resource provides general coordination information only. It is not legal, clinical, privacy, safeguarding, financial or NDIS funding advice. It does not replace official NDIA consent or portal processes. Use current instructions from the appropriate qualified person and follow agreed emergency, consent and professional processes.