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 three fields:
name
email (must be unique) and/or case_id
📄 Optional Columns
You can also include any of the following fields to enrich participant profiles:
dob
ssn
sex
race
phone
case_id
ethnicity
unique_id
enrolled_on
medicaid_id
card_message
office_phone
counselor_name
disability_type
high_school_name
self_guardianship
disability_type_other
high_school_graduation_year
🔤 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.