The Team Member Import spreadsheet helps Equip create staff accounts during onboarding. Customers complete the Excel file with one row per Team Member, then send it to their Equip onboarding contact so an Equipper can validate and import the team.
📄 How It Works
Use the Excel template provided by Equip.
Keep the header row in place.
Add one Team Member per row.
Complete the required columns: name, email, and role.
Complete optional columns only when they apply or when your Equip onboarding contact asks for them.
Remove blank rows, examples, notes, and unsupported columns before returning the file.
Send the completed spreadsheet to your Equip onboarding contact for import.
💡 Stick with the Template Columns
To help us import your team quickly and accurately, please keep the spreadsheet columns exactly as they appear in the template. If there’s extra information you’d like us to know, add it in your email when you send the spreadsheet back rather than adding new columns to the file. If you have questions about what can be imported, reach out to your Customer Success Guide.
📊 Columns Included
The spreadsheet should include these supported columns:
name — Required. Enter the Team Member’s full name as it should appear in Equip.
email — Required. Enter the Team Member’s email address. Each email must be unique in the spreadsheet.
role — Required. Enter the exact Equip role name provided during onboarding, such as the approved role names reviewed during your account configuration meeting.
title — Optional. Enter the Team Member’s job title or position if you want it stored on their profile.
status — Optional. Use active or inactive only.
groups — Optional. Add group names only if Team Members should be placed into groups during import. Separate multiple groups with commas, such as Coaches, Case Managers.
✅ Required Columns
Every Team Member row must include:
name
email
role
Rows missing any required value cannot be imported until corrected.
🔐 Role Requirements
The role value must match an existing role name configured for your Equip account.
Use the role names reviewed with Equip during your account configuration meeting.
Enter role names exactly as provided, including spelling and spacing.
Do not create new roles, rename roles, or add role definitions in the spreadsheet.
If you are unsure which role to use, ask your Equip onboarding contact before returning the file.
📁 File Requirements
Use Excel .xlsx format.
Keep the first row as the column header row.
Use one row per Team Member.
Do not add extra rows for notes, examples, section headers, or role descriptions.
Do not add unsupported columns unless your Equip onboarding contact confirms they can be imported.
Remove blank rows before sending the file back to Equip.
💡 Best Practices
Confirm role names first — role names control access in Equip, so they need to match your configured account roles.
Use work email addresses — email addresses are used to identify Team Members and send account invitations when applicable.
Keep groups consistent — use the same spelling for the same group each time.
Leave optional fields blank when unsure — your Equip onboarding contact can help confirm what should be included.
❓ FAQs
Do customers import this file themselves?
No. During onboarding, customers complete the spreadsheet and send it to Equip. An Equipper validates and imports the team.
Which columns are required?
The required columns are name, email, and role.
What should I enter for role?
Enter the exact role name provided during onboarding. The spreadsheet can assign existing roles only; it cannot create or define new roles.
Can I add notes or extra rows to explain roles?
No. Add only Team Member rows that should be imported. Do not add notes, examples, blank rows, section headers, or role descriptions.
What values can I use for status?
If you use the status column, enter active or inactive. Leave the column blank unless your Equip onboarding contact asks you to use it.
How do I list multiple groups?
Separate group names with commas in the groups column, such as Coaches, Case Managers.