Equip has exactly two fixed kinds of app user: participants and Super Admins. Everyone in between holds a custom role, which is a set of options you compose in the role editor. This reference covers the two fixed experiences, then maps every custom-role option to the mobile app functionality it unlocks.
The mobile app is built to grant a role exactly what the same role has on the web app, and no more. Where the two differed, the app was changed to match the web.
Named roles are presets, not kinds. The roles your account came with, such as Mentor, Supporter, Support, and General Admin, are saved combinations of the same dropdowns covered here. To know what one of them grants, open it at Account Settings > Permissions > Custom Roles and read its settings against the map below.
How to Use This Reference
Use Participant Access when you are checking what participants can see in their own app.
Use Custom Roles when you are reviewing Mentor, Supporter, Support, General Admin, or any other role configured in your account.
Use Module Permission Guide to confirm the minimum permission level needed for each mobile feature.
Use 10-Minute Spot Check before inviting your team to use the mobile app.
Why Review Roles Now
Many custom roles were created for teams that never signed in to the web app, so their permission settings may not have had a visible effect before. The mobile app enforces those same settings on every screen. Before your team downloads the app, walk each custom role through the tables below and confirm every module is set to the level you intend: no more, no less.
Part I: Participants
A participant’s app is a fixed experience built on their own records. None of the module dropdowns in the custom-role section apply to participants. There is nothing to configure for a participant beyond the switches below.
Home — the day at a glance
Mood Navigator — check in, see your history
Event details, with the place and the plan
What a participant’s app always contains:
Area | What they see and do |
Home | A personal day view: next event, today’s routines, unread announcements, weather, and the Equip Card. Everything on it is theirs or was shared with them. |
Routines | Run, build, and delete their own routines. Routines built for them appear alongside their own. |
Goals | Only goals explicitly shared with them. They can log progress; they cannot see unshared goals. |
Mood Navigator | Check-ins and coping plans, when the account has the Mood Navigator feature. Participants see their own history only. |
Equip Card | Their ID and emergency information, always one tap from home. |
Schedule | Their own calendar, plus Explore for events marked open to participant self-registration, including choosing single dates from a repeating series. |
Announcements | Announcements addressed to them, with read tracking. They cannot compose announcements. |
Messages | Group chat for groups they belong to, when the account has the Groups feature. |
Notes & documents | Only items explicitly shared with them. |
The switches that apply to participants:
Switch | Effect |
Mobile access | Per account and per participant. Participants start switched off. Until both the account and participant access are on, they cannot sign in at all. |
Account features | Mood Navigator, Groups, Goal Tracking, and similar features remove their areas entirely when the account does not have them. |
Sharing, per record | Goals, notes, and documents reach a participant only when someone shares that record. There is no blanket switch. |
Part II: Custom Roles
A custom role is composed from four kinds of options: a scope of support, one level dropdown per module, two sensitive-data switches, and the person’s own mobile access switch. This section maps each option to what it unlocks, so you can read any role, including the presets, straight off its editor screen.
Four gates decide what a person sees
Module permissions are the last gate, not the only one. If an earlier gate is closed, the later ones never matter.
Gate | What it does |
1. Mobile access switch | Per person. Team members start switched on. Controls whether that person can sign in. It does not hide their records from anyone else. The account membership must also be active. |
2. Account features | Modules tied to a feature your account has not enabled, including Forms, Assessments, Goals, Employment, Pathways, Mood Navigator, Groups, and Contacts directory, do not appear at all. |
3. Scope of support | Restricted, Designated, or Full on the role. Decides whose records a person can open. Every “yes” below is bounded by it. |
4. Module levels | One dropdown per module. Decides what they can do inside that scope. |
Scope of support
Setting | Meaning |
Restricted — “Only own records” | Records the person created or is directly connected to. This is the narrowest setting. |
Designated — “Assigned participants” | Participants assigned to them, plus records explicitly shared. This is the usual choice for caseload work. |
Full — “All account records” | The whole roster. Unlocks the All / Mine filter on the People tab. |
Emergency contacts follow participant access. Anyone who can open a participant’s profile sees them.
Two separate switches for sensitive data
Has PHI access reveals the health fields on the participant Overview: Medicaid details, diagnosis and disability information, and any custom fields placed in a medical section. It is off by default outside clinical account types. Everyday profile details such as date of birth, sex, and pronouns are not behind this switch on web or mobile.
Has Legal access reveals guardianship and related legal fields.
The tab bar button follows these settings
Each member picks one tool for the middle slot of their tab bar from Account Settings > Tab Bar Button. The choices offered are exactly the tools their role can access under the map below: Chat, Schedule, Announcements, Forms, Assessments, Manage Categories, and Manage Groups. If a saved choice later loses access, the slot falls back to their first accessible option. With no accessible option, the slot disappears from the bar.
Module Permission Guide
Each row shows the minimum level that turns the feature on. Not every module offers all four levels. Notes and documents attached to a participant carry their own access settings, so deleting those is decided record by record rather than by a dropdown.
Account Settings
Levels: None · Viewer · Administrator
Mobile feature | Minimum level | Notes |
Manage Categories | Administrator | Reached from the Toolkit, and can be pinned as the tab-bar button. |
Announcements
Levels: None · Viewer · Administrator
Mobile feature | Minimum level | Notes |
Read announcements | Viewer | Also shows per-person read receipts, and offers Announcements as a tab-bar button. |
Compose & send | Administrator | Recipients can be picked individually or by group. |
Assessments — needs the Assessments feature
Levels: None · Viewer · Supporter · Administrator
Mobile feature | Minimum level | Notes |
Assessments section on a participant profile | Viewer | Response details are read-only on mobile. |
Start an assessment for a participant | Viewer | Anyone who can open the section can run one. The levels govern the assessment templates, not recorded responses. |
Org-wide Assessments hub | Administrator | Also unlocks the Assessment quick action on home and the tab-bar option. |
Documents
Levels: None · Viewer · Supporter · Administrator
Mobile feature | Minimum level | Notes |
Documents section on a participant profile | Viewer | Pinned documents also appear on the profile overview. |
Upload documents for a participant | Supporter |
|
Delete documents | Per document | A participant’s documents carry their own access settings. Documents generated from a form response can never be deleted here. |
Employment Tracking — needs the Employment Tracking feature
Levels: None · Viewer · Administrator
Mobile feature | Minimum level | Notes |
Employment section on a participant profile | Viewer | Read-only on mobile; adding and editing stays on the web app. |
Calendar
Levels: None · Viewer · Supporter · Administrator
Mobile feature | Minimum level | Notes |
Calendar & event details | Viewer | Which events appear follows the role’s scope of support. Schedule can be pinned to the tab bar. |
Create events | Supporter | Editing is offered on events the person created. Unlocks the Schedule Event quick action. |
Delete events | Administrator |
|
Sign yourself up for an open event | Any app user | Not governed by this module. Anyone who can see an open event can take a place in it: one date, chosen dates, or the whole series. |
Register or remove someone else | Supporter | Only for people already in your scope of support, and only on events you can see. This is the same rule the web app applies when you edit an event’s attendees. |
Check attendees in and out | Supporter | Granted by the Team module together with Participants access to open the roster, not by the Calendar level. |
Forms — needs the Forms feature
Levels: None · Viewer · Supporter · Administrator
Mobile feature | Minimum level | Notes |
Forms section on a participant profile | Viewer | Any Forms access also offers Forms as a tab-bar option. |
Fill a form for a participant | Viewer | Anyone who can open the section can fill one in. The levels govern the form definitions, not submitted responses. |
Org-wide Forms hub | Administrator | Lower levels still fill forms from each participant’s profile. Individual forms can additionally be restricted to specific roles. |
Goals — needs the Goal Tracking feature
Levels: None · Viewer · Supporter · Administrator
Mobile feature | Minimum level | Notes |
Goals section on a participant profile | Viewer |
|
Log progress on a goal | Supporter | Creating and editing goals stays on the web app. |
Share a goal with the participant | Supporter | The “Share with …” switch decides whether it appears in their own app. |
Groups — needs the Groups feature
Levels: None · Supporter · Administrator
Mobile feature | Minimum level | Notes |
Messages & group chat | Supporter | People can only message groups they belong to. At None, the Chat tab is hidden entirely. |
Manage groups | Administrator | Also offered as a tab-bar option. |
Mood Navigator — needs the Mood Navigator feature
Levels: None · Viewer · Administrator
Mobile feature | Minimum level | Notes |
Latest-mood chip on a participant profile | Administrator | Administrator is the minimum standard level. Viewer grants only the org-level view, which has no mobile surface. The front-line preset role ships with a non-standard mask that includes this chip, which is one of the extras a save would strip. |
Notes
Levels: None · Viewer · Supporter · Administrator
Mobile feature | Minimum level | Notes |
Notes section on a participant profile | Viewer |
|
Write & edit notes | Supporter | Voice dictation and offline drafts included. |
Delete notes | Per note | Notes on a participant carry their own access settings. Set access on the note itself. |
Participants
Levels: None · Supporter · Administrator
Mobile feature | Minimum level | Notes |
People tab & participant profiles | Supporter | Which participants appear follows the role’s scope of support. Each section tile is further governed by its own module. |
Edit a participant’s profile | Administrator |
|
Assign supporters & groups | Administrator |
|
This is the master switch. At None, the People tab is empty and every participant-scoped feature is unreachable, whatever the other modules say.
Pathways — needs the Pathways feature
Levels: None · Viewer · Supporter · Administrator
Mobile feature | Minimum level | Notes |
Pathways on a participant profile | Viewer | Read-only on mobile, so Viewer and Supporter behave identically. Step completion, enrollment, and discharge stay on the web app. |
Routines
Levels: None · Viewer · Supporter · Administrator
Mobile feature | Minimum level | Notes |
Routines section on a participant profile | Viewer |
|
Build & edit routines for a participant | Supporter |
|
Delete routines | Supporter | Unusually for a module, Supporter includes delete. Participants can always delete their own personal routines. |
Team
Levels: None · Supporter · Administrator
Mobile feature | Minimum level | Notes |
See team members | Supporter | Team-member pickers and the birthdays widget. |
Two Things That Catch People Out
A brand-new role cannot see documents and notes that already exist. Notes and documents attached to a participant carry their own access settings, written when the record is created, for the roles that existed at that moment. A role you create today is not on any of them, so it opens Documents and Notes and finds them empty, no matter how high you set those modules. Only records created after the role exists will appear. Plan for this before moving people onto a new role.
Saving a role rewrites every module on it, not just the one you changed. The roles created with your account start with slightly more than any single dropdown choice represents. The editor shows the closest matching level, and saving writes exactly that level back. Editing a role for any reason, even renaming it, can quietly remove abilities it had. If a role is working as you want, leave it alone. If you must edit it, check the modules you did not intend to touch afterwards.
Part III: Super Admins
Super Admins and Equip Admins are the other fixed kind of user. The module dropdowns in the custom-role section never apply. A Super Admin passes every module check automatically, at Full scope, with PHI and Legal access.
Home — the day, plus one-tap actions
Participants, scoped to what the role allows
A participant profile, section by section
Documentation with dictation and AI assist
Structured answers, one question at a time
The week, and today’s visits
Team chat, in context
The toolkit — everything the role can reach
What that means in the app
Area | What a Super Admin gets |
People | The entire roster, every section of every participant profile, profile editing, supporter and group assignment. |
Quick actions | All of them: Fill Form, Assessment, Announcement, Schedule Event, plus feature-gated ones such as Verify Presence when the account has the feature. |
Toolkit & tab bar | Every tool in the Toolkit, and every tab-bar button option: Chat, Schedule, Announcements, Forms, Assessments, Manage Categories, and Manage Groups. |
Org-wide hubs | Forms and Assessments hubs, announcement composing with read receipts, group and category management. |
Sensitive data | PHI and Legal fields are visible without any switch. |
What still applies to a Super Admin
Limit | Why |
Mobile access switch | A Super Admin with the personal switch off cannot sign in, like anyone else. |
Account features | Features the account does not have stay hidden. Bypassing module levels does not invent features. |
Per-record access on notes & documents | Deleting is still decided by the record’s own access settings. |
10-Minute Spot Check, Per Role
Open Account Settings > Permissions > Custom Roles and pick a role people actually hold.
Confirm Scope of support matches the job: Designated for caseload work, Full only when someone genuinely needs the whole roster.
Confirm Participants is set. It is the master switch.
Walk each module dropdown against the tables above, asking “should this role see it, do it, or manage it?”
Check Has PHI access and Has Legal access are only on where needed.
For anyone who should not use the app at all, turn off their personal mobile access switch rather than hollowing out the role. Remember participants start with that switch off.
Before creating a new role, check whether an existing one already fits. A new role starts with no access to documents and notes that already exist.
Fine Print
Last verified August 9, 2026. Every claim on this page was walked against a live account: the participant and Super Admin experiences as-is, and each module level (None, Viewer, Supporter, Administrator) applied to a real custom role and checked screen by screen. This is a living document; it grows as features ship.
Minimum levels reflect the standard options each module offers in the role editor. Roles customized before this guide existed may hold non-standard combinations. The Reset to Default action restores the standard set for a role’s base type.
Account-type presets differ. CRP accounts grant supporters broader Routine and Employer defaults and turn PHI and Legal on. Family accounts hide most program modules.
Full how-to for the role editor: Setting RBAC permissions in Equip.
Review the PDF version of this article: Equip-Mobile-Permissions-Reference.pdf