How to use Playful Pilots
A calm, friendly guide for families, practitioners, support workers and organisations using Playful Pilots to keep goals, sessions, messages and daily practice in one safe place.
Get started in 10 minutes
New here? You do not need to read the whole guide. Do these six things and you are flying.
Create your account
Go to Sign up, add your name and email, and choose a strong password.
Add your child
Add their name, preferred name, date of birth, support needs, likes and dislikes.
Add a goal
Open your child, go to Goals, and add what you are working towards.Example: “Use words to ask for help.” Success: “8 out of 10 times.”
Invite your team
Invite a practitioner or support worker and choose exactly what they can see or edit.
Send your first message
Keep communication about your child in one organised place.
Start tracking progress
Add home practice tasks and celebrate achievements as they happen.
What can I do today?
Tick each one off as you go. Your progress saves on this device.
Glossary
Helpful if you are new to therapy, allied health or NDIS-style language.
| Term | What it means |
|---|---|
| Child | Your child’s profile — the centre of everything in the app. |
| Goal | Something your child is working towards. |
| Success criteria | How you know a goal has been achieved. |
| Behaviour | A behaviour being tracked or supported, including triggers and helpful responses. |
| Strategy | A practical support idea that can be used at home, school or in the community. |
| Task | A practice activity that can be completed and logged. |
| Daily To-Do | Today’s practice list. |
| Session | A therapy or support appointment. |
| Note | A written record from a practitioner or support team member. |
| Achievement | A milestone or win worth celebrating. |
| Permissions | What a parent has allowed a practitioner or support worker to see or edit. |
| Audit log | A record of important account and record activity. |
| MFA / 2FA | Two-factor authentication — an extra login check for stronger security. |
Your child’s information, on your terms
Nothing about your child is shared until you say so. Sharing is opt-in, specific, and can be changed or revoked at any time.
Parent & carer guide
You own your children’s records and decide who can access them.
Your dashboard
After logging in, your dashboard shows your children as cards. From there you can open a child, view Daily To-Do, check sessions, read messages, add another child or update details.
Goals
Open a child and go to Goals. You can add goals, pause them, mark them achieved, reopen them or archive old goals.
Success criteria: “Stays seated for 10 minutes at 4 out of 5 dinners.”
Behaviours and strategies
Track behaviours with likely triggers, warning signs, what helps and what does not help. Pin the most useful strategies so support people can find them quickly.
Tasks and Daily To-Do
Tasks are practice activities that can be completed at home, school, therapy or in the community. Add a note after each task so the team can see what worked.
Achievements
The achievement wall collects your child’s wins. Some achievements can come from completed goals or resolved behaviours, and you can add your own celebrations too.
Invite, pause or revoke access
Access is never all-or-nothing. You can decide what each person can see, what they can edit and whether they should remain connected.
Invite
Invite practitioners or support workers by email or invite code.
Limit
Choose view-only or edit access for goals, tasks, behaviours, notes, documents and messages.
Remove
Pause or revoke access when someone is no longer part of your child’s team.
Practitioner guide
Speech pathologists, OTs, psychologists, physiotherapists, behaviour support practitioners, allied health assistants and support workers can use Playful Pilots. What you see depends on parent permissions.
Getting connected
You start through an emailed invitation or invite code from a parent. Once accepted, the child appears in your caseload with the permissions granted to you.
Scheduling sessions
You can schedule sessions, create recurring sessions, reschedule or cancel appointments and mark a session complete with the actual duration.
Writing notes
Write clinical notes, session summaries, goal progress notes and behaviour strategies. Where notes are locked, corrections can be recorded as amendments with a reason.
Safety reports
If there is a wellbeing concern, practitioners can raise a confidential safety report for review.
Support worker access
Support workers and allied health assistants usually have narrower access. A parent may allow them to view goals, view behaviour strategies and log tasks without access to private clinical notes.
Messages, reminders and alerts
Unread messages
New or unread messages can show a badge so families and teams know what needs attention.
Session reminders
Upcoming sessions help everyone stay prepared and reduce missed appointments.
Task reminders
Daily practice can be easier when tasks are visible and simple to tick off.
Keeping reports together
Families can keep important documents in one place so the team does not have to chase emails or old attachments.
- Upload therapy reports, plans, letters and support documents.
- Choose which practitioners can view documents.
- Download documents when needed for meetings, reviews or records.
- Keep older versions for history while using the newest version for support.
Keeping accounts safe
Password
Use a unique password and change it if you think someone else may know it.
Two-factor login
Practitioners and staff should use two-factor authentication wherever available.
Shared devices
Always log out on shared computers, tablets or clinic devices.
Organisation administrators
Organisation administrators manage a clinic, provider or team and the practitioners within it.
1. Set up
Create your organisation, verify email and enable strong security.
2. Invite people
Bring practitioners into your organisation so they can represent it.
3. Respect access
Practitioners connect to children only through parent invitation and permissions.
Frequently asked questions
Can another therapist see my child’s clinical notes?
Only if you specifically allow it. By default, clinical notes are private to the practitioner who wrote them.
Can I remove a practitioner?
Yes. You can pause or revoke access at any time.
Can I have more than one child on my account?
Yes. Parents can manage multiple children from one account.
Can two parents access the same child profile?
Yes, where access is set up appropriately. Each parent should use their own login.
Do I own my child’s data?
Yes. You can request or export a copy of your child’s information.
What can a support worker see?
Exactly what you allow. Many families allow goals, strategies and task logs, but not clinical notes.
Is my child’s information shared automatically?
No. Sharing only happens when you invite someone and choose their permissions.
Can I see who has done what?
Yes. Audit logs help show account activity and changes to records.
Can I archive old goals?
Yes. Goals can be active, paused, achieved, reopened or archived.
Can I upload reports or documents?
Yes. Reports, plans and supporting documents can be stored with your child’s profile where the feature is enabled.
Can I track behaviour incidents?
Yes. Behaviour information, triggers, supports, outcomes and strategies can be recorded.
Do organisations automatically see children?
No. Organisation membership does not override parent-controlled child access.
What happens if a practitioner leaves an organisation?
Their access can be reviewed, paused or removed so your child’s information stays protected.
What if I forget my password?
Use the Forgot Password link on the login page to reset it.
Is Playful Pilots an NDIS portal?
No. Playful Pilots is a collaboration and record-keeping platform. It does not replace PRODA, MyPlace or official NDIS systems.
Can I use Playful Pilots on my phone?
Yes. The pages are designed to work on mobile, tablet and desktop screens.
Can I request a new feature?
Yes. Use the support form below and choose Feature Request.
Support
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