A team member is anyone in Equip who is not a participant: every staff login, whatever its role. A supporter is a team member in the supporter role (called Mentor, Supporter, or Support depending on your account type) who is assigned to specific participants and, by default, sees only those participants. An administrator is a team member in the Super Admin or General Admin role, or in a custom role whose Account Settings permission is Administrator. Supporters need a login only if they will use Equip themselves; you can add a supporter without sending the invitation so they can be assigned to participants and pathway steps and invited later.
Who can do this, and where
Adding team members: Super Admins, General Admins, and any custom role whose Team module permission includes creating. Web only, from Team Members (select your profile photo or initials, then Team Members).
Assigning supporters to a participant: administrators only. The Assignments card on a participant's Access tab is shown to Super Admins, General Admins, and admin-type custom roles. Family accounts do not have it.
Changing a team member's role, status, or web access: from the Access tab of their profile, by anyone allowed to edit that team member. Super Admins cannot be edited by General Admins.
Add a team member
Open Team Members and select Add Team Member (on family accounts, Add Guide).
Enter their Name and Email, choose a Role, and optionally a Title.
Leave Send Invite Email on to invite them now. Switch it off to add them without an invitation; they can be assigned to participants straight away and invited later.
For a supporter-type role, choose whether to Enable Web Access. When it is off, the person can use only the mobile app. Then choose their Supported Participants.
Select Add Team Member.
A team member who was added without an invitation shows as Active on the Team Members list but cannot sign in. When they need access, open the menu on their row and select Send Invitation (for supporters) or Resend Invite (for other roles).
Assign supporters to a participant
Open the participant's profile and select Edit Profile, then the Access tab.
Under Assignments, choose the team members in Assigned Supporters.
Select Save Changes.
The same assignment can be made from the supporter's side: open the team member's profile, the Access tab, and choose participants under Supported Participants. Either way, a supporter whose scope of support is Designated now sees those participants. The Team Members list shows the number of designated participants for each supporter, and the number of active pathway steps they support when Pathways is enabled.
Decide whether someone needs a login
They will document, view participants, or use the mobile app. Add them as a team member and send the invitation. Pick the role that matches how much they should see: a supporter role for assigned participants, General Admin for the whole account.
You only need their name attached to participants or pathway steps. Add them as a team member with Send Invite Email switched off. They can be assigned like anyone else and take up no sign-in until you send the invitation.
They should never see other participants. Keep them in the supporter role with Designated scope, which is the default, or create a custom role with Restricted scope. Do not make them a General Admin, which sees every participant and can change settings.
Limits and what the errors mean
"Email has already been taken" when adding a team member means that email already belongs to an Equip login. Search Team Members and Participants for it before trying another address.
A supporter without web access who signs in on the web sees "Please download the Equip application to manage your account." Switch on Web Access Enabled on their Access tab, or have them use the mobile app.
Admin-type roles always have web access. To give someone mobile-only access, use a supporter-type role.
General Admins can add General Admins and supporters but not Super Admins. Only Super Admins can add Super Admins.
Adding, activating, or deactivating a team member updates your Equip subscription automatically. Whether that changes your bill depends on your plan; ask the Equip team before assuming.
Deactivating a team member keeps their records and assignments but ends their access: set Status to Inactive on the Access tab and select Save Changes.
FAQ
Can I track a job coach or supporter without making them an administrator?
Yes. Add them as a team member in the supporter role, which sees only the participants assigned to it, and assign the participants they support. Administrator roles are for people who manage the account, not for tracking who supports whom.
Does every supporter need a login?
No. Add them as a team member with Send Invite Email switched off. They appear on the Team Members list, can be assigned to participants and pathway steps, and cannot sign in until you open their row menu and select Send Invitation. Send it whenever they need to use Equip.
Will adding users change our bill?
It depends on your plan. Equip updates your subscription every time a team member is added, activated, or deactivated, so contact the Equip team for how your plan counts team members before adding a large group.
Can a supporter see every participant?
Only if their role's scope of support is Full. The default supporter role is Designated, so they see assigned participants only. To give one person everything without making them an administrator, create a custom role based on the supporter role with Scope of support set to Full.
What is the difference between assigning a supporter and giving someone a role?
The role decides what a person can do and how far they can see: for example Designated scope, Supporter-level module permissions. The assignment decides which participants a Designated role can see. A supporter needs both: the role to sign in and work, and the assignment to see the right participants. Administrators with Full scope do not need assignments.
Can a participant also be a supporter?
No. Each Equip login is either a participant or a team member in an account. A participant cannot be assigned as someone else's supporter or given a team member role.
Who counts as an administrator?
Super Admins and General Admins, and anyone in a custom role whose Account Settings permission is Administrator. These are the people who see Account Settings and the Assignments card on participant profiles. Super Admins additionally see Billing & Subscription and Account Activity.
Related
What do the role names mean?
Inviting Your Team
Assigning Participants to Supporters
Understanding Team Member Statuses
Enabling Web Access for Multiple Team Members
Setting RBAC Permissions in Equip
Manage Team Members