What can each role see and do in the Equip mobile app?

The mobile app enforces the same role settings as the web app: a team member's Scope of support, Has PHI access, Has Legal access, and the level chosen for each module under Account Settings > Permissions > Custom Roles. This reference maps each setting to what it unlocks in the app. There are two fixed experiences that no dropdown changes: participants, who get their own records and whatever is shared with them, and Super Admins, who pass every module check. Everyone else, including the General Admin, Mentor, Supporter, and Support roles your account came with, is a saved combination of the same settings, so read their role in the editor against the tables below. Participants are labelled Clients, Students, Residents, or Explorers depending on your account type.

A participant's app is fixed. The module dropdowns never apply to participants; only the switches below do.

Four gates decide what a team member sees. If an earlier gate is closed, the later ones never matter.

Scope of support

Emergency contacts, pinned documents, and the next event on a participant's Overview follow participant access: anyone who can open the participant sees them.

Sensitive data. Has PHI access and Has Legal access apply in the app as on the web: they gate the medical and legal sections of a participant's Overview, which hold the custom fields your account placed in the Medical Information and Legal Information sections. Values in those sections are not sent to the app for a role without the switch. Super Admins have both.

The tab bar. The bar is Home, People, a middle button, More, and Profile. People needs the Participants module at Supporter or above. The middle button is chosen per person under Settings > Tab Bar Button and offers only tools that person can reach: Messages (Groups feature and Groups at Supporter or above), Schedule (Calendar at Viewer or above), Announcements (Announcements at Viewer or above), Forms (Forms at Administrator), Assessments (Assessments at Administrator), Manage Categories (Account Settings at Administrator), and Manage Groups (Groups at Administrator). The default is Messages. If the chosen tool later becomes inaccessible the button falls back to the first accessible one, and with none accessible the middle button disappears. The More grid lists the same tools under the names Schedule, Messages, Forms, Assessments, Announcements, Categories, and Groups.

Home quick actions.Fill Form needs Forms at Administrator, Assessment needs Assessments at Administrator, Announcement needs Announcements at Administrator, and Schedule Event needs Calendar at Supporter or above.

Each row gives the lowest level that turns the feature on. Not every module offers every level; the levels listed are the ones its dropdown shows.

Participants (None, Supporter, Administrator). This is the master switch: at None the People tab is gone and every participant-scoped feature below is unreachable.

Announcements (None, Viewer, Administrator)

Assessments (None, Viewer, Supporter, Administrator), needs the Assessments feature

Calendar (None, Viewer, Supporter, Administrator)

Documents (None, Viewer, Supporter, Administrator)

Employment Tracking (None, Viewer, Administrator), needs the Employment Tracking feature

Forms (None, Viewer, Supporter, Administrator), needs the Forms feature

Goals (None, Viewer, Supporter, Administrator), needs the Goal Tracking feature

Groups (None, Supporter, Administrator), needs the Groups feature

Mood Navigator (None, Viewer, Administrator), needs the Mood Navigator feature

Notes (None, Viewer, Supporter, Administrator)

Pathways (None, Viewer, Supporter, Administrator), needs the Pathways feature

Routines (None, Viewer, Supporter, Administrator)

Account Settings (None, Viewer, Administrator)

No mobile surface. Team, Employers, Reports, Pathway Authorizations, Pathway Authorization Invoices, and Time have no screens in the app; their levels matter only on the web. The Team module's edit permission still matters for editing a participant's profile from the app, as noted under Participants.

A brand-new role cannot see notes and documents that already exist. Notes and documents carry their own access settings, written when the record is created for the roles that exist at that moment. A role you create today is on none of them, so it opens Documents or Notes and finds them empty no matter how high you set those modules. Only records created after the role exists include it, and only if the role's module level admits it. Plan for this before moving people onto a new role.

Saving a role rewrites every module to the level shown in its dropdown. The supporter role your account came with holds a few abilities the dropdowns cannot express. The editor shows the closest level, and saving writes exactly that level back. For the default supporter role that means Mood Navigator and Pathway Authorization Invoices show as None and Employment Tracking shows as Viewer, so saving it for any reason, even renaming it, removes the mood chip and the other extras. If a role works as you want, leave it alone; Reset to Default restores the built-in set.

Super Admins and Equip Admins pass every module check automatically, at Full scope, with PHI and Legal access.

What still applies to a Super Admin:

Why can a supporter see a participant on the web but not in the app?
The app applies the same scope of support and module levels as the web, so check the person's Mobile Access Enabled switch first, then the Participants module on their role. If the participant is missing from the People tab only, the role's scope is Designated and the participant is not assigned to them.

Which level lets a supporter write notes and upload documents in the app?
Supporter on Notes and Supporter on Documents. Viewer opens the sections read only. Deleting is decided per note or document by that record's own access settings, not by the module level.

Why does a new role see no notes or documents?
Notes and documents carry access settings written for the roles that existed when they were created. A new role is on none of them. Records created after the role exists, and shared with it, will appear; older ones need their access settings edited to add the role.

Can a team member fill a form or run an assessment for a participant at Viewer level?
Yes. Submitting a response only requires access to the participant, so the Forms and Assessments sections on a profile offer the button at Viewer. The Forms and Assessments hubs, quick actions, and tab bar options need Administrator.

How do I give someone the Assessments hub in the app?
Set the Assessments module to Administrator on their role. That unlocks the hub in More, the Assessment quick action on Home, and the Assessments option under Tab Bar Button. Supporter and Viewer only reach assessments from a participant's profile.

Why did the mood chip disappear from participant profiles after I edited our supporter role?
The default supporter role holds a non-standard Mood Navigator extra that the editor cannot show, so it displays as None and saving the role wrote None back. Use Reset to Default on the role to restore it, and avoid re-saving that role afterwards.

Who can check participants in and out of an event in the app?
Nobody: the app lets each person check themselves in and out while the event's window is open. Checking other attendees in and out is done on the web, by anyone whose Team module is Supporter or Administrator, for attendees within their scope.

Can I stop one person using the app without changing their role?
Yes. Open their profile on the web, Edit Profile & Settings, the Access tab, and switch off Mobile Access Enabled. Their role and web access are unchanged, and you can sign them out of the app from the same card.