Discharge a participant who is leaving your program. A discharge records the date, reason and summary, closes their case, and sets their status to Inactive while keeping every note, form, goal, pathway and document. Delete a participant only for a test entry or a true duplicate with no history: deletion is permanent, and Equip refuses it when the person has records that must be preserved. There is no separate "inactivate" button for an active participant on the web. Discharging is what makes a participant inactive, and the Access tab lets you set an inactive participant back to Active.
Participants are labelled Clients, Students, Residents or Explorers depending on your account type. Everything below applies to all of them.
Who can do this, and where
All three actions are on the web app, under Edit Profile & Settings on the participant's profile. None are available in the mobile app.
Discharge: account administrators with access to the participant, or a role with the Delete permission on the Participants module. Discharge is not offered on family accounts.
Delete: account administrators, or a role with the Delete permission on the Team module. You can never delete your own profile. General Admins and custom roles also cannot delete an account administrator or a person who belongs to more than one Equip account; a Super Admin can delete another administrator, but a multi-account person still has to be removed by Equip.
Reactivate: anyone who can edit the participant.
Steps to discharge a participant
Open the participant's profile and click Edit Profile & Settings.
Open the Access tab.
Click the red Discharge [name] button at the top. A panel titled "Discharge [first name]" opens with the note "This will set [first name] as inactive. Please enter a reason below."
Fill in the panel:
Reason for Discharge: appears only if your account has reasons set up under Account Settings, then Discharge Reasons.
Case: appears only if the participant has cases. If they have exactly one active case, Equip selects it for you.
Discharge Date: defaults to today.
Discharge Summary: free text. Be as thorough as your program requires; this is kept with the discharge record.
Click Discharge.
The profile now shows a red banner: "This user is inactive and cannot be edited. Click here to edit the their status."
What a discharge changes
A discharge record is saved with who discharged, when, the reason and the summary.
The selected case is marked inactive.
The participant's status becomes Inactive. Equip signs them out of the mobile app, turns off their mobile access, and removes them from mood alerts.
The participant no longer counts as an active seat on your subscription.
Nothing is deleted. Notes, forms, goals, pathway progress, documents and reports all remain.
Their pathway progress is left as it was. To record that a pathway service ended, discharge the step or close the pathway progress from the participant's Pathways tab.
Steps to reactivate a participant
Open the participant's profile and click Edit Profile & Settings, then Access.
In the Status field, choose Active.
Click Save Changes.
The discharge record stays in place for history. Mobile access was turned off by the discharge, so turn it back on from the same Access tab if the participant uses the app.
Steps to delete a participant
Open the participant's profile and click Edit Profile & Settings. Stay on the General tab.
Scroll to the red Delete [name] section at the bottom.
If Equip allows the deletion, the section reads "If you delete this person, you will lose all data associated with them." Click Delete [name].
In the confirmation, read "Are you sure you want to delete this person? All of their data will be permanently removed from our servers forever. This action cannot be undone." and click Yes, Delete.
You are returned to the participant list, and your active seat count updates.
Limits and what the errors mean
"This person cannot be deleted because they have associated records that must be preserved. Please request deletion through support." Shown in the Delete section instead of the Delete button, with a Request Deletion button that opens a chat with Equip support pre-filled with the participant and account. Equip blocks the deletion because the person has one of these: pathway authorizations, a pathway invoice they created, a goal they signed, a form response they approved or denied, a form they shared, an Outfitter kit they created, a discharge they recorded for someone else, or an account share or transfer request. For a participant, pathway authorizations are by far the most common reason.
"This person cannot be deleted because they have associated records that must be preserved." The same rule, shown as an alert if a deletion is submitted anyway. Nothing was deleted.
No Delete section at all. You are looking at your own profile, the person is an account administrator, the person belongs to more than one Equip account, or your role lacks the Delete permission.
No Discharge button. The participant is already inactive, your account is a family account, or your role lacks the Delete permission on the Participants module.
The Status field is missing on the Access tab. It only appears once the participant is inactive. To make an active participant inactive, discharge them.
Deletion cannot be undone. Equip cannot restore a deleted participant or their data.
FAQ
Why do I see Request Deletion instead of Delete?
The participant has records Equip must keep, most often pathway authorizations. Click Request Deletion to open a support chat pre-filled with the participant and account; the Equip team will review it with you. If you only need them out of active lists, discharge them instead.
Can deleted participant data be recovered?
No. Deleting a participant permanently removes their profile and all of their data, and the confirmation says so. Only delete a test entry or a true duplicate with no history you need.
Does discharging a participant delete anything?
No. A discharge adds a record with the date, reason and summary, closes the selected case, and sets the participant to Inactive. Every note, form, goal, pathway progress and document stays, and reports still include them.
How do I make a participant inactive without discharging them?
On the web there is no separate inactivate button for an active participant: discharging is what sets the status to Inactive. If you do not want to record a reason, leave the Reason for Discharge blank and enter a short summary. A participant import can also set a status column to inactive.
Can I reactivate a discharged participant?
Yes. Open Edit Profile & Settings, go to the Access tab, set Status to Active and click Save Changes. The discharge record stays for history, and you will need to turn mobile access back on if they use the app.
Do inactive or discharged participants count toward my seats?
No. Only active participants count. Discharging a participant reduces your active seat count right away.
What happens to their pathway progress when I discharge them?
Nothing changes on the pathway. To show that a service ended, open the participant's Pathways tab and either discharge the step (records a date and reason) or close the pathway progress. The step discharge form can also close the pathway progress and deactivate the profile in the same action.
Where do I set up the discharge reasons?
Open the menu under your name, choose Account Settings, and open Discharge Reasons under Data Properties. Reasons appear in the discharge form only after at least one exists.
Related
Participant Management
Discharging a participant from a pathway step
Setting up Discharge Reasons
Importing participants