On Team Members, select Import Team Members, upload an Excel file (.xlsx) whose first row holds the column names name, email and role, select Validate Import, review the preview, then select Import Team Members. Equip creates the team members in the background and emails you when it finishes. Rows with a General Admin or Super Admin role are always sent an invitation; rows with a supporter-type role are invited only if you switch on Send Invite Email before importing. If you are onboarding and your Equip contact asked you to complete a spreadsheet for them, use Completing the Team Member Import Spreadsheet (For Onboarding) instead.
Who can do this, and where
Web only, from the Team Members page. Family accounts do not have the import button.
Super Admins, General Admins, and any custom role whose Team module permission is Administrator.
The button is hidden when your plan counts team member seats and none are left.
Prepare the file
Save as .xlsx. CSV files are not accepted.
Row 1 holds the column names. Names are matched in lowercase, so
Nameandnameboth work.Required columns: name, email, role.
The role value must match a role name in your account exactly as it appears under Account Settings, for example
General Admin,Super Adminor your supporter role's name. Matching ignores capitalisation.Optional columns Equip understands: title, phone, office_phone, about, sex, race, ethnicity, time_zone, status (
activeorinactive) and groups (group names separated by commas; missing groups are created).Any other column name fails validation with "Invalid headers found", so delete columns you do not need rather than leaving them blank.
Steps
Select your profile photo or initials in the top-right corner, then Team Members.
Select Import Team Members.
Drop or choose your .xlsx file and select Validate Import.
Review the preview. It shows a New Users count, a Duplicate count, and each row. Rows whose email already belongs to an Equip login are marked "Duplicate (will be skipped)".
If the file has problems, the errors are listed instead of the preview. Select Reupload File, fix the spreadsheet and validate again.
Switch on Send Invite Email if supporter-type rows should receive their invitation now. Admin rows are invited regardless.
Select Import Team Members. The page shows "Your team is being imported. You will be notified once the import is complete."
When the import finishes you receive an email titled "Equip user import has completed", which also says how many duplicate rows were skipped.
Limits and what the errors mean
"Missing required headers: role": row 1 lacks one of name, email or role.
"Invalid headers found: pronouns": a column name Equip does not recognise. Remove it.
"Row 4: Missing required field 'email'": that row has a blank required cell.
"Row 5: Duplicate email '[email protected]' found in import file.": the same email appears twice in the file.
"Row 3: Invalid role 'Coach'. Must be one of: ...": the role must match one of the role names listed in the message.
"Row 2: Invalid value for 'sex'. Valid options are: ...": the same for sex, race, ethnicity and status. Use one of the listed values or leave the cell blank.
"This import would exceed allocated seats. You have 2 seats left but the import contains 5 new users.": your plan limits team member seats. Remove rows or contact the Equip team to add seats.
"Error processing file: ...": the file could not be read. Re-save it as .xlsx from Excel or Google Sheets and try again.
Duplicates are skipped, never updated. An email that already exists anywhere in Equip is left as it is. Edit that person from their profile instead.
Supporters imported without an invitation show Not Invited and cannot sign in until you send one from their row menu. Add a status column with
activeif you want them counted as active immediately.Web access: imported supporters do not have web access until you enable it on their Access tab or with the Enable Web Access batch action.
If the import fails part-way, nothing is imported. Equip rolls the whole file back and no completion email arrives. Contact Equip support with the file if that happens.
FAQ
Can I use a CSV file?
No. The import accepts Excel files in .xlsx format only. Save or export your sheet as .xlsx first.
Which columns are required?
name, email and role. Everything else is optional, and unknown column names fail validation, so remove columns you do not use.
What should I enter for role?
The exact role name from your account, such as General Admin, Super Admin or the name of your supporter role. Capitalisation does not matter. The validation error lists every accepted name if you get it wrong.
Does the import send invitations?
Rows with an admin role are always emailed an invitation. Rows with a supporter-type role are emailed only if you switch on Send Invite Email before selecting Import Team Members. You can send invitations later from the Team Members list.
What happens to rows marked Duplicate?
They are skipped. The email already belongs to an Equip login, so Equip leaves that person unchanged and imports the rest. The completion email tells you how many were skipped.
Can I put imported team members into groups?
Yes. Add a groups column with group names separated by commas. Equip adds each person to those groups and creates any group that does not exist yet.
How do I know when the import is done?
Equip emails the person who ran the import with the subject "Equip user import has completed". The new team members also appear on the Team Members page.
Related
Completing the Team Member Import Spreadsheet (For Onboarding)
Add a team member and send their invitation
Resend a team member's invitation
Enable web access for several team members at once