In Equip, a participant is the individual receiving services—this could be a student, client, or resident depending on your program. Instead of adding each participant one at a time, you can save time by importing them all at once using a spreadsheet.
📥 Start the Import Process
Sign in to your Equip account
Click Participant in the left-hand menu
Select Import Participants in the top-right corner
Drag and drop your Excel file into the upload box, or click to select it
Use the Importing Participants Template to get started
Follow the on-screen prompts to complete the upload
To Save The Template as an Excel:
Click the link above
Click File
Click Download
Click Microsoft Excel (.xlsx)
Open your new template
Delete any sample data
Enter your data
Click on the Name of the File at the top of the page (Equip-participant-template)
Rename the file to your organization's name-participant-template
Click Save
📊 Required Columns
Your spreadsheet must include these fields:
Your spreadsheet must include these fields:
name
email – Must be unique if included. Only required if your organization identifies participants by email instead of case ID.
case_id (must be unique) – Must be unique if included. Required for CRPs (Community Rehabilitation Programs) that identify participants by case id.
📄 Optional Columns
You can also include any of the following fields to enrich participant profiles:
unique_id
dob (date of birth)
ssn (social security number)
pathway_code
pathway_start_date
pathway_supporter_email
pathway_counselor_name
pathway_authorization_number
pathway_authorization_units
pathway_authorization_rate
pathway_authorization_issue_date
pathway_authorization_begin_date
pathway_authorization_end_date
groups
residential_address_one
residential_address_two
residential_address_city
residential_address_state
residential_address_zip
residential_address_county
mailing_address_one
mailing_address_two
mailing_address_city
mailing_address_state
mailing_address_zip
mailing_address_county
phone
office_phone
sex
race
ethnicity
disability_type
disability_type_other
enrolled_on
counselor_name
self_guardianship
high_school_name
high_school_graduation_year
status
🔤 Accepted Values for Enum Fields
Sex: male, female, undisclosed
Race:
american_indian_or_alaska_native
asian
black_or_african_american
native_hawaiian_or_other_pacific_islander
white
two_or_more_races
other_race
Ethnicity: hispanic_or_latino, non_hispanic_or_latino
Self Guardianship: true, false
Disability Type: tbi, autism, down_syndrome, mental_health, muscle_spasms, cerebral_palsy, genetic_disorder, intellectual_disability, developmental_disability, or other.
⚠️ Important Notes
The email field must be unique for each participant
Sensitive fields like SSN and medicaid_number are securely encrypted
Date fields (e.g., dob, enrolled_at) must follow YYYY-MM-DD format
Boolean fields (e.g., self_guardianship) must be true or false
📁 Import Template
Use the template below to get started. Delete any unused columns before uploading:
Equip Tip: Even after importing, you can edit participant profiles anytime—so don’t worry about getting every detail perfect on the first try.