Open the participant's profile, click Edit Profile & Settings, make your changes on the General tab, and click Save Profile. The General tab holds the participant's name, photo, About Me, preferred name, pronouns and language, interests and skills, demographics, medical and legal details, enrollment information, contact details, and both addresses. Case IDs are not on the General tab: on CRP accounts they are managed from the Case IDs card on the profile itself. The login email is on the Authentication tab. Participants are labelled Clients, Students, Residents, or Explorers depending on your account type; everything here applies to all of them.
Who can do this, and where
Web app only. Super Admins and General Admins can edit any participant.
Other roles need the edit permission of the Team module (Supporter or Administrator level) and the participant must be within their scope of support.
Medical Information is shown only to roles with Has PHI access, and Legal Information only to roles with Has Legal access. Super Admins and General Admins have both.
An inactive participant's profile shows a red banner "This user is inactive and cannot be edited. Click here to edit the their status." Reactivate them from the Access tab first.
Steps
Open Participants in the left navigation and search by name, preferred name, unique ID, or case ID.
Click the participant's name to open their profile.
Click Edit Profile & Settings. The General tab opens.
Change the fields you need.
Click Save Profile at the bottom. The profile reopens with "General information saved successfully!".
Fields on the General tab
Profile: photo, Name, Date of Birth, About Me, Preferred Name, Preferred Pronouns, Preferred Language, Interests, Skills.
Demographic Information: Sex, Race, Ethnicity, Veteran (CRP accounts), plus any custom fields your account placed here.
Medical Information (PHI access only): Medicaid Number, Disability Type (choose one or more from your account's list), Other Disability Type, plus medical custom fields.
Legal Information (Legal access only): Social Security Number, Self Guardianship switch, Guardianship Comment, plus legal custom fields.
Enrollment Information (not on family accounts): Enrollment Date, Unique ID, Counselor Name (CRP accounts), High School, High School Graduation Year, plus enrollment custom fields.
Contact Information: Cell Phone, Home/Office Phone, Time Zone, Residential Address and Mailing Address (Street Address, Room/Suite, County, City, State, Zip), plus contact custom fields.
Additional Information: any remaining custom fields.
Custom fields are set up by an administrator under Account Settings > User Fields and appear in the section they were placed in.
Case IDs on CRP accounts
Case IDs live in the Case IDs card on the participant's profile, not under Edit Profile & Settings.
Open the participant's profile and find the Case IDs card.
Click New Case, enter the Number, switch Open on if the case is current, and click Create Case.
To change a case, open the menu at the right of its row and choose Edit, then update the number or the Open switch and click Update Case. Choose Delete to remove it; the confirmation reads "Are you sure you want to delete this Case ID? This action cannot be undone."
Each case shows an Open or Closed badge. When a participant is enrolled in a pathway, the Case field at the top of the pathway's Update Progress form chooses which case the progress and its authorization invoices belong to.
Limits and what the errors mean
No Edit Profile & Settings button. Your role lacks the Team module's edit permission, or the participant is outside your scope of support.
No Medical Information or Legal Information section. Your role lacks Has PHI access or Has Legal access. An administrator can change that under Account Settings, Permissions.
No Case IDs card. Case IDs are a CRP account feature. Other account types use Unique ID under Enrollment Information instead.
The banner says the participant cannot be edited. They are inactive. Open Edit Profile & Settings, go to the Access tab, set Status to Active, and click Save Changes, then edit.
The email is not on the General tab. It is on the Authentication tab under Edit Profile & Settings, because it is the participant's mobile app login.
The participant is shared with another Equip account. Each account keeps its own profile, so the details you save here are what your account sees. Their name and login email can only be changed from their primary account; other accounts see Request Email Update on the Access tab for the email.
Field values such as a date of birth or address are stored only when you click Save Profile; moving to another tab discards unsaved changes.
FAQ
Where do I add or edit a Case ID?
On CRP accounts, in the Case IDs card on the participant's profile page, not under Edit Profile & Settings. Click New Case to add one, or use the menu on a case row to Edit or Delete it. Other account types record identifiers in the Unique ID field on the General tab.
How do I choose which Case ID a pathway invoice uses?
Open the participant's profile, go to the Pathways tab, choose Update Progress for the pathway, and pick the case in the Case field at the top of the form. Invoices for that pathway's authorizations use the selected case.
Where do I add a preferred name or pronouns?
On the General tab under Edit Profile & Settings: fill in Preferred Name, Preferred Pronouns, or Preferred Language and click Save Profile. The pronouns appear in brackets after the name and the preferred name appears under it on the profile, and the preferred name becomes searchable.
Can I search for a participant by preferred name, unique ID, or case ID?
Yes. Once saved, the preferred name, unique ID, and case numbers are all matched by the search box on the Participants page, alongside the name.
Why can't I see medical or legal information?
Those sections appear only for roles with Has PHI access (Medical Information: Medicaid number, disability types) or Has Legal access (Legal Information: Social Security number, guardianship). Ask an administrator to adjust your role under Account Settings, Permissions.
Where do I change a participant's email?
On the Authentication tab under Edit Profile & Settings, in the Email Address & Password card. That email is their mobile app login, so ask them to sign in with the new address afterwards.
Do I need to complete every field?
No. Only the name is required. Fill in what your program tracks; reports and searches use whatever is saved.
How do I change a participant's supporters or groups?
Supporters are on the Access tab under Edit Profile & Settings, in the Assignments card. Groups are on the Group Settings tab. Both can also be assigned in bulk from Batch Actions on the Participants page.
Related
Find and open participants on the Participants page
Add a participant and invite them to the mobile app
Change a person's login email
Should I delete, discharge, or inactivate a participant?
Participant Details Report