Yes. Add a column to the participant import file whose header is the custom field's name exactly as it appears under Account Settings > Data Properties > User Fields. For example, if your account has a participant field named Paycom ID, add a Paycom ID column. During Validate Import, Equip matches each extra column to an active user custom field whose User Type is Participant or All users, checks every value against the field's type, and stops the import with a row-by-row list if anything does not fit. Blank cells are skipped, so an import never clears a stored value.
Who can do this, and where
Anyone who can import participants: web only, from Participants > Import.
Only account-level user custom fields with User Type Participant or All users are matched. Fields for Team Member only, and archived fields, are not; a column named after one of those fails validation as an invalid header.
The team member import does not read custom field columns. This applies to the participant import only.
Import custom field values
Open Account Settings > Data Properties > User Fields and note each field's exact Field Name, its Field Type, and, for select fields, the option text.
In your import file, add one column per field with the Field Name as the header. Capitalization and spaces around the header are ignored; everything else must match.
Fill the cells using the value rules below. Leave a cell blank to skip it for that participant.
Open Participants, select Import, upload the file, and select Validate Import.
Fix any errors listed, select Reupload File, and validate again until no errors remain.
Leave Update Existing Records on if the file includes participants who already exist, then select Import.
Imported values appear on each participant's profile in the section chosen as the field's Location.
What each field type accepts
Text: any text. Spaces at the start and end are removed.
Number: a number such as 42 or 12.5. Anything else fails with "Must be a number."
Date: a spreadsheet date cell, or text in one of these forms: 2026-07-21, 07/21/2026, 07-21-2026, 21/07/2026, 21-07-2026, 2026/07/21, 07/21/26, 07-21-26. A value like 03/04/2026 is read as March 4, because month-day-year is tried first. Anything else fails with "Must be a valid date."
Yes/No: true, false, yes, no, y, n, 1, or 0, in any capitalization. Anything else fails with "Must be true/false, yes/no, or 1/0."
Select: one option, typed exactly as it appears on the field, including capitalization. Anything else fails with "Must be one of: " followed by the options.
Multi-select: one or more options separated by commas, each typed exactly. An unrecognized entry fails with "Unknown option(s): " followed by the entries and the allowed options. Options cannot contain commas, so a comma always separates two values.
Limits and what the errors mean
"Invalid headers found: Paycom ID" (the header is whatever you typed): the column does not match a built-in import column or an active participant custom field. Check for a typo, a field set to Team Member only, or an archived field.
"Ambiguous custom field header 'Paycom ID' matches multiple custom fields. Rename duplicate custom field labels before importing.": two active fields share that name. Rename one under User Fields, then rename the column to match the one you want.
"Row 7: Invalid value for custom field 'Start Date'. Must be a valid date.": the row and field named in the message need a value that follows the rules above. Validation stops at these errors; nothing is imported until the file passes.
Built-in column names win. If a custom field is named like a built-in import column, such as status, phone, or unique_id, that column is read as the built-in field and never as the custom field. Rename the custom field to import it.
Blank cells never clear a value. A blank cell is skipped, so an existing value stays. A non-blank cell replaces the stored value when the participant is updated with Update Existing Records on.
FAQ
Can I import custom fields for participants?
Yes. Create the field first under Account Settings > Data Properties > User Fields with User Type Participant or All users, then add a column to the participant import file with the field's name as the header. Validate Import matches the column and checks every value before anything is imported.
Can I import team member custom fields with the participant import?
No. The participant import matches only fields whose User Type is Participant or All users, and a column named after a Team Member field fails validation as an invalid header. The team member import does not read custom field columns at all, so team member field values are entered on each profile.
What happens if a value is invalid?
Validation lists each problem as "Row N: Invalid value for custom field 'Name'." with the rule that was broken, and offers Reupload File. Nothing is imported until the file validates cleanly, so fix the cells named in the list and upload again.
Do blank cells erase existing values?
No. A blank cell is skipped for that participant, whether the participant is new or being updated. To clear a value, edit the participant's profile; the import cannot do it.
Does the header have to match capitalization?
No. Paycom ID, paycom id, and PAYCOM ID all match a field named Paycom ID, and spaces before or after the header are ignored. Anything else, including punctuation and spacing inside the name, must match exactly.
Two of my custom fields have the same name. What happens?
Validation stops with the "Ambiguous custom field header" error and asks you to rename the duplicate labels. Rename one of the fields under User Fields so each name is unique, then run the import again with the header matching the field you want.
My custom field is named "Status". Why is the column not importing into it?
Because status is a built-in participant import column, the column is read as the participant's active or inactive status and never as your custom field. Rename the custom field to something that is not a built-in header, such as Program Status, and use that as the column header.
Related
Importing Participants in Equip
Creating User Custom Fields
Completing the Participant Import Spreadsheet (For Onboarding)
Updating Participant Information