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Adding a Client in the Data Exchange web-based portal

Hi there, welcome to our video on how to add a client in the Data Exchange web-based portal

Remember, client records only need to be created once within an organisation

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To begin you will need to log into the Data Exchange web-based portal.

From the Data Exchange home page select add a client.

The first screen displayed captures client detail information. The fields marked with a red asterisks are mandatory and must be completed before you can move to the next screen.

The first field is the Client ID field. This is an optional field. If you have your own client ID numbering system, you can enter in your own client ID. It is important not to include any information that could identify the client. Otherwise, this field can be left blank and a client ID will be created at the end of this process.

The next fields are where you enter a client's given name and family name. In this example, we will use Rebecca Jones.

If the client wishes to use a pseudonym, select the check box, name provided is a pseudonym, otherwise leave this unchecked.

Next, enter in the client's date of birth. This should be in a day, month and year format. This can be manually typed in or you can use the calendar function provided. In this example, we will use the 3rd July 1964.

If a client does not know their date of birth or does not wish to reveal their date of birth for personal reasons, you must provide an estimate of their age. Select the check box, estimated date of birth. This will allow you to enter a year that corresponds with the clients estimated age.

Now select the gender that the client identifies as. Select an option from the drop down menu provided. Here we have selected Female.

The next field is the tags field. Tags are optional and act like filters. They are used by organisations as an additional way to group and search for clients. This field is not pre-populated and it is up to each organisation to create these if they wish to. To create a new tag, type in the tag name, in this example we are going to use TuesdayGroup. We can now select add. Please note that the system will not allow spaces when you type the details in. The tag has now been added to the client

Down the bottom, there are two consent questions. The first is that you have consent from the client for your organisation to collect and store personal information in the Data Exchange. The second is around identifying clients who are willing to be contacted in the future to participate in surveys, research and evaluations. You can deselect either of these if the client does not agree. In this example the client has agreed to both

We can select the next button to move to the next page. At this stage, the Data Exchange will check if your client already exists. If a client with the same name is already in the data exchange, the system will ask if this is your client. You can select the existing client or move past this page if it is not the same person.

The residential address page will now display.

The client's Suburb, State and Postcode are required as a minimum. If the client has not provided consent to collecting personal information address line 1 and address 2 will not allow you to enter any information. In this example, we are going to use Rainbow Beach as our suburb in NSW with a postcode of 4581.

We can now select the next button to move to the next page.

If the address details entered are incorrect, a list of alternatives will appear on the screen. You can select the correct option. Here we will select Rainbow Beach QLD 4581 and select the next button.

The next page displayed is the Demographic details page.

This screen captures information about the clients which is essential for all programs and activities.

The first field is Country of birth. Select the relevant option from the drop down menu. In this example, we will select Australia.

The second field is Main language spoken at home. Again, you can select the relevant option from the drop down menu. Here we will select English.

The third field asks if the client identifies as being from an Aboriginal or Torres Strait Islander origin. Select the relevant option from the drop down menu. Here we have selected no.

The fourth and final field asks if the client identifies as having any impairments, conditions or disabilities. Multiple options can be selected for this field. Detailed definitions and examples on these conditions can be found in the Protocols document. Here we have selected none.

We can now select the next button. The client review screen will display.

You can review all details that have been entered into the system. If you want to make changes to these details, you can select the back button located down the bottom to go to previous screens. You can also select cancel, which will take you out of the process without creating a client. If you have reviewed the information and want to create a client select Submit.

The client has now been created.

An additional information page will appear to enter extended demographics. Providing responses to this information is optional but may also be required for your program as outlined in the Program Specific Guidance document. Some details may be more relevant to your program than others. If you are not required or do not wish to collect this information, you can select the Skip button located at the top of the page.

The fields here include homeless indicator, household composition, education or qualification, employment status, main source of income, approximate gross income, year of arrival in Australia, visa type, ancestry, carer information and NDIS eligibility. These fields can be populated by selecting the relevant option from the drop down menus.

In this example we will select that the client is at risk of becoming homeless and has a household composition that she is a single person living alone.

We can now select the save and next button.

The client finish screen will now display with the clients information.

At the bottom of the client record there is a what can you do now? section. This provides a list of common options including adding a case for this client, finding a case to attach to the client and adding another client. You can select one of these options if you wish to complete one of these actions, or you can return to the Data Exchange web-based portal home page.

You have now successfully created a client in the Data Exchange web-based portal

For more information go to the Data Exchange website at

Or contact the Helpdesk by phone or email

Nil Text

1800 020 283 (Ext 3)

Thank you for watching


What a client is and how to add a client.

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