The Participants page in the left navigation lists every participant you are allowed to see, with a search box, sort, filters, and a row per participant that opens their profile. Search matches a participant's name, preferred name, unique ID, and case IDs. The page opens showing Active participants; change the Status filter to see Inactive ones. Participants are labelled Clients, Students, Residents, or Explorers depending on your account type, so the page and its buttons use that word.
Who can do this, and where
Web app only. Super Admins and General Admins see every participant. Other roles need the Participants module at Supporter or Administrator level, and see the participants their scope of support allows: all of them with Full scope, their assigned participants with Designated scope, none with Restricted scope.
Add and Import need the create permission of the Participants module (Administrator level). Import is not offered on family accounts.
Batch Actions appears when your role can assign supporters, add to groups, or send app invites.
Steps
Click Participants in the left navigation. The heading shows how many active participants you can see.
Type in Search participants... to match a name, preferred name, unique ID, or case ID.
Click Filter to narrow by Status (Active, Inactive), Groups, Supporters, or Invitation Status (Accepted, Pending). The Supporters filter is not offered to Designated-scope roles.
Use the sort control to order by Status, Date Added, First Name, or Last Name.
Click a participant's name to open their profile, or use the shortcut icons on the row to jump straight to their Goals, Notes, Calendar, Routines, Documents, or Assessments. Only the modules your role can open on a participant are shown.
On the profile, click Edit Profile & Settings to change profile details, access, or mobile settings.
What each row shows
Photo, name, and current mood when Mood Navigator is on for your account.
Phone.
An Active or Inactive badge, and a phone icon when the participant's mobile access is on. Hover the icon for "Last Seen" with their last sign-in.
Shortcut icons into the participant's records, depending on your role's module access.
If your account has asked to share or transfer a participant from another Equip account, the pending request appears in a panel above the list until the other account answers.
What the profile shows
The profile opens on the Profile tab. The left card shows the name, preferred pronouns in brackets, "Preferred Name:" when one is saved, phone and email, the About text, Edit Profile & Settings, Send App Invite when it applies, the residential and mailing addresses, Preferred Language, Birthday with age, Disability Types and Diagnoses for roles with PHI access, Sex, Race, Ethnicity, Guardianship, Veteran, Interests, Skills, and, once an invite has been sent, the Invited and Joined dates. Below it, a Supporters card lists their assigned team members with a Manage link.
The main column holds cards for Mood Navigator, Documents, Demographic Information, Pathways, Groups, Case IDs (CRP accounts), Medical Information, Legal Information, Contacts, Contact Information, Enrollment Information, Links, and Additional Information, each shown when your account and role allow it. The tabs down the side open the participant's Goals, Notes, Forms, Routines, Calendar, Pathways, Documents, Time, Employment, Assessments, and Mood Navigator, again depending on your role and the features enabled.
Limits and what the errors mean
The list is empty and shows "No participants". Nobody in the account, or nobody within your scope of support. Designated-scope roles see only their assigned participants; Restricted-scope roles see nobody.
"No participants match" means a filter or search excluded everyone. Clear the filters or check the Status filter, which hides Inactive participants when set to Active.
A participant you know exists does not appear. They are Inactive and the Status filter is on Active, or they are not assigned to you and your scope is Designated. Ask an administrator to add you as their supporter.
No Add or Import button. Your role lacks the Participants create permission, your account is at its participant seat limit (the Add button is hidden and Import is dimmed), or, for Import only, your account is a family account.
Search does not find a case ID or unique ID. Those values are searchable only once saved on the profile: unique ID on the General tab under Enrollment Information, case IDs in the Case IDs card on CRP accounts.
Participant records are shared across accounts only through a share or transfer request; you cannot open a participant who belongs to another Equip account by searching for them.
FAQ
Can I search for a participant by preferred name?
Yes. Search matches the name, preferred name, unique ID, and case IDs saved on the profile. Add the preferred name under Edit Profile & Settings on the General tab and it becomes searchable.
Where do I update a participant's preferred name?
Open the participant, click Edit Profile & Settings, stay on the General tab, and fill in Preferred Name, Preferred Pronouns, or Preferred Language. Click Save Profile. Preferred Name and pronouns then show next to their name on the profile.
Can I still see inactive participants?
Yes. Click Filter and set Status to Inactive, or choose both Active and Inactive. Inactive participants keep all their records and appear in reports; they just do not count as active seats.
Why do I only see some of the participants?
Your role's Scope of support is Designated, so you see the participants assigned to you under Supported Participants on your Access tab. An administrator can assign more participants to you, or change the role's scope to Full under Account Settings, Permissions.
Why are the shortcut icons different for me than for a colleague?
The Goals, Notes, Calendar, Routines, Documents, and Assessments icons appear only for modules your role can open on a participant's profile. A module set to None on your role has no icon.
What does the phone icon on a row mean?
The participant's mobile access is switched on. Hovering shows "Last Seen" with the last time they used the app, or just "Mobile Access" if they have not signed in yet.
How do I add or import participants from this page?
Click Add Participant to add one person, or Import Participants to upload an .xlsx spreadsheet. Both need the Participants create permission and free seats; see the articles on adding and importing participants.
Related
Add a participant and invite them to the mobile app
Importing Participants in Equip
Updating Participant Information
Assign supporters, add to groups, or invite many participants at once
Should I delete, discharge, or inactivate a participant?