Use this article during onboarding when your Equip contact asks you to complete a Participant Import spreadsheet and send it back to Equip. This helps Equip create or update participant records as part of your account setup.
Spreadsheet: Participant Import Template
These templates may also be linked from the New Equip Customer Onboarding Survey. The link opens the same shared template.
Make a copy before you fill it out
Do not edit the shared template directly. Make your own copy first so the original template stays clean for other customers.
Open the template link.
In Google Sheets, select File.
Select Make a copy.
Rename the file with your organization name.
Choose where to save it in your Google Drive.
Select Make a copy.
Fill out your copy, not the original shared template.
If you do not use Google Drive, select File → Download → Microsoft Excel (.xlsx), then fill out the downloaded file in Excel.
Already live in Equip? If your team is uploading a file yourselves from the Participants page, use Importing Participants instead.
What this spreadsheet is for
Adding participants before or during launch.
Giving Equip the details needed to create participant records correctly.
Including groups, statuses, addresses, case IDs, and other setup details when your onboarding contact asks for them.
Required columns
name — Required for every participant.
email, case_id, or case_ids — Each participant needs at least one identifier.
email — Required for most accounts because it is used for participant app access. If your Equip contact tells you your account can use case IDs instead, follow their guidance.
Optional columns
Complete optional columns only when they apply or when your Equip onboarding contact asks for them.
Identity columns: email, case_id, case_ids, unique_id, id.
Profile columns: preferred_name, preferred_pronouns, dob, sex, race, ethnicity, phone, office_phone, veteran, enrolled_on, medicaid_id, ssn, card_message, counselor_name, disability_type, disability_type_other, high_school_name, high_school_graduation_year, self_guardianship.
Group and interest columns: groups, skills, interests.
Status and address columns: status, address_one, address_two, city, state, zip, county, mailing_address_one, mailing_address_two, mailing_address_city, mailing_address_state, mailing_address_zip, mailing_address_county.
Pathway columns, when requested: 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.
Participant custom fields: add a column only after the custom field exists in Equip. See importing participant custom field values.
How to fill it out
Make a copy of the template or download it as Microsoft Excel (.xlsx).
Keep the header row exactly as it is.
Add one participant per row.
Complete the required columns.
Complete optional columns only when they apply.
Delete unused sample rows before sending the file back.
When you are done
Save the completed spreadsheet as an .xlsx file and send it to your Equip onboarding contact. Equip will review the file, validate it, and let you know if anything needs to be corrected before import.