Use participant import to add or update many participants at once with an Excel spreadsheet. Your account may use a different label, such as Student, Client, Resident, or another participant term.
Before you import
Prepare a .xlsx file that is 5 MB or smaller. Every file must include name and either email, case_id, or case_ids. Non-CRP accounts must include an email address on every participant row.
You can start from one of these templates:
Importable fields
Use the header names below exactly as written. Header names should be lowercase with underscores.
Required and identifying fields:
name,email,case_id,case_ids,unique_id,id. Theidheader is treated as a legacy alias forunique_idwhenunique_idis blank.Profile fields:
dob,ssn,sex,race,ethnicity,phone,office_phone,veteran,enrolled_on,medicaid_id,card_message,counselor_name,disability_type,disability_type_other,high_school_name,high_school_graduation_year,self_guardianship.Groups and tags:
groups,skills,interests. Separate multiple values with commas.Status:
status.Residential address fields:
address_one,address_two,city,state,zip,county,residential_address_one,residential_address_two,residential_address_city,residential_address_state,residential_address_zip,residential_address_county.Mailing address fields:
mailing_address_one,mailing_address_two,mailing_address_city,mailing_address_state,mailing_address_zip,mailing_address_county.Pathway fields:
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.
If you assign multiple pathways to the same participant, use additional rows with the same participant identifiers and only change the pathway fields that differ.
Exact-match values
Some fields only accept specific values. These values must match exactly, including underscores. Do not use display labels like "Black", "Active Participant", or "Hispanic or Latino" in these 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.status:active,inactive.disability_type:autism,cerebral_palsy,developmental_disability,down_syndrome,intellectual_disability,mental_health,muscle_spasms,tbi,genetic_disorder,other.
Import participants
Open Participants from the left navigation.
Select Import.
Upload your .xlsx file.
Select Validate Import.
Review the import preview, including the number of unique participants and any existing participants that will be updated.
Choose whether to send app invites, if the Send App Invite option is shown.
Leave Update Existing Records turned on if the import should update matching participant profiles. Turn it off if you only want to add new participants.
Select Import Participants.
Equip processes the import in the background and notifies you when it is complete.
Seat limits
Higher ed customers may have a participant seat limit. When your account is out of participant seats, the import option stays visible but is grayed out. Selecting it opens a seat-limit prompt instead of the import flow.
If an uploaded file would add more new participants than your remaining seats allow, Equip stops the import and shows a seat-limit message. Use Request More Seats or contact the Equip team before importing more participants.
If validation fails
Equip checks the file before importing. If validation finds missing required fields, duplicate identifiers, unsupported values, or a seat-limit issue, fix the file and select Reupload File to validate it again.