Keeping participant information up to date helps your organization maintain accurate records, support each participant consistently, and make profile details available across Equip. Participant profiles include general identity details, demographic information, contact information, addresses, and person-centered fields such as preferred name, preferred pronouns, and preferred language. Case IDs are managed separately in the Case IDs widget on the participant profile, not under Edit Profile & Settings.
⚙️ How It Works
Use Edit Profile & Settings to update standard profile details such as demographic, contact, enrollment, address, and person-centered information.
Go to Participants from the left-hand navigation menu.
Search for the participant or scroll through the list. You can search by the participant’s name, preferred name, unique ID, or case number when those values are available.
Click the participant’s name to open their profile.
Select Edit Profile & Settings.
Open the General tab.
Update the needed profile fields.
Click Save to apply your changes.
🗂️ Managing Case IDs
Case IDs are their own profile widget. They do not appear in the General tab or the Enrollment Information section inside Edit Profile & Settings.
Go to Participants and open the participant’s profile.
Find the Case IDs widget on the profile page. It appears as a separate widget in the profile details area.
Select New Case to add a Case ID.
For an existing Case ID, open the menu next to the Case ID and choose Edit or Delete.
When editing, update the case number or status in the slide-over and save your changes.
To choose which Case ID is tied to a pathway authorization invoice, go to the participant profile, open Pathways, select Update Progress for the pathway, and choose the correct Case at the top of the form.
📋 Profile Fields You Can Update
Profile Information — Name, profile photo, About Me, Preferred Name, Preferred Pronouns, Preferred Language, Interests, and Skills.
Demographic Information — Sex, race, ethnicity, disability types, and other demographic fields available to your organization.
Medical Information — Medical details your organization tracks for the participant.
Legal Information — Legal or guardianship-related information when applicable.
Enrollment Information — Enrollment date, unique ID, school information, or other enrollment fields enabled for your account.
Contact Information — Phone numbers and other contact details.
Residential Address — The participant’s residential address.
Mailing Address — The participant’s mailing address, when different from the residential address.
Case IDs — Managed from the separate Case IDs widget on the participant profile.
✅ Benefits
Improve communication — Preferred Name, Preferred Pronouns, and Preferred Language help teams communicate with participants accurately and respectfully.
Improve participant search — A saved Preferred Name, Unique ID, or Case ID can be used when searching for the participant.
Keep records consistent — Updating the participant profile keeps details aligned across Equip.
Support better reporting — Profile fields such as preferred name, preferred pronouns, preferred language, groups, interests, skills, Case ID, and unique ID can support participant reporting.
💡 Best Practices
Review the General tab whenever a participant’s identity, contact, or profile information changes.
Use Preferred Name when a participant goes by a name different from their legal or full profile name.
Use Preferred Pronouns and Preferred Language when that information is known and helpful for support or communication.
Keep Interests and Skills current so the profile reflects useful person-centered context.
Manage Case IDs from the Case IDs widget so case numbers and status stay tied to the participant’s profile.
❓ FAQs
Where do I add or edit a Case ID?
Open the participant’s profile and use the Case IDs widget. Case IDs are not managed in Edit Profile & Settings, the General tab, or the Enrollment Information section.
How do I choose which Case ID appears on a pathway authorization invoice?
Open the participant’s profile, go to Pathways, select Update Progress for the pathway, and choose the correct Case. The selected Case determines the Case ID shown on the invoice.
Can Case ID be used in participant search?
Yes. When a Case ID is saved on the participant’s profile, it can be used to help find the participant in search.
Where do I add a preferred name?
Go to the participant profile, select Edit Profile & Settings, open General, and enter the value in Preferred Name.
Can preferred name be used in participant search?
Yes. Once Preferred Name is saved, it can be used to help find the participant in search.
Where do preferred pronouns appear?
When Preferred Pronouns are saved, they appear next to the participant’s name on the participant profile.
Do I need to complete every field?
No. Update the fields your organization needs for accurate support, communication, and reporting.
🔗 Related Articles
Introduction to the Participants Page
Adding New Participants
Participant Details Report