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
📊 Required Columns
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)
groups
residential_address_one
residential_address_two
residential_city
residential_state
residential_zip
residential_county
mailing_address_one
mailing_address_two
mailing_city
mailing_state
mailing_zip
mailing_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
⚠️ 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.