Importing Team Members helps your organization add multiple staff accounts to Equip from a single Excel file. Use the import workflow during onboarding or whenever you need to add several Team Members at once.
📄 How It Works
Open your profile icon in the top-right corner.
Select Team.
Select Import Team Members.
Upload an Excel file in .xlsx format.
Select Validate Import so Equip can check the file before creating accounts.
Review the validation results. If every row is invalid, select Reupload File. If only some rows are invalid, you can continue importing the valid rows or reupload a corrected file.
Choose whether to turn on Send Invite Email for eligible imported Team Members.
Select Import Team Members. Equip imports the team in the background and notifies you when the import is complete.
📊 Required Columns
Your spreadsheet must include these columns:
name
email
role
The role value must match one of the role names configured for your account.
📄 Optional Columns
Common optional columns include:
title
status — accepted values are active or inactive.
groups — separate multiple group names with commas. Equip creates group memberships during import.
phone, pronouns, about, office_phone, sex, race, and ethnicity, when those details are available.
⚙️ Validation Rules
Files must be uploaded as .xlsx.
The first row must contain the column headers.
Each row must include name, email, and role.
Emails must be unique within the spreadsheet.
Emails that already exist in Equip are flagged as invalid during preview.
The import must fit within your account’s allocated Team Member seats.
✅ Benefits
Save time — add many Team Members in one workflow instead of creating accounts one by one.
Catch issues early — validate the file before the final import.
Control invite timing — choose whether eligible Team Members receive setup emails during import.
💡 Best Practices
Start with only the required columns, then add optional details after the basic import works.
Use role names exactly as they appear in your account.
Review the validation screen before selecting Import Team Members.
Use Reupload File when the validation screen shows rows that need correction.
❓ FAQs
Can I use a CSV file?
No. The Team Member import accepts Excel files in .xlsx format.
Which columns are required?
The required columns are name, email, and role.
What should I enter for role?
Enter the role name exactly as it appears in your Equip account.
What happens after I import?
Equip processes the import in the background and notifies you when it is complete.
Can I send invite emails during import?
Yes. Use Send Invite Email during the import confirmation step when eligible Team Members should receive setup emails.
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