Use this article when your team is importing participants directly inside Equip. This is best for adding many participants at once or updating existing participant records from a spreadsheet.
Spreadsheet: Participant Import Template
Use the shared template as a starting point for your import file.
Make a copy before you fill it out
Do not edit the shared template directly. Make your own copy first so the original template stays clean for other customers.
Open the template link.
In Google Sheets, select File.
Select Make a copy.
Rename the file with your organization name.
Choose where to save it in your Google Drive.
Select Make a copy.
Fill out your copy, not the original shared template.
If you do not use Google Drive, select File → Download → Microsoft Excel (.xlsx), then fill out the downloaded file in Excel.
During onboarding? If your Equip contact asked you to fill out a spreadsheet and send it back, use Importing Participants (for Onboarding) instead.
What this import is for
Adding new participants in bulk.
Updating existing participants by email or case ID.
Adding participant details such as contact information, groups, status, addresses, pathways, and existing participant custom fields.
Inviting participants to the mobile app when your account uses participant app access.
Required columns
name — Required for every participant.
email, case_id, or case_ids — Each participant needs at least one identifier.
email — Required for most accounts because it is used for participant app access. If your Equip contact tells you your account can use case IDs instead, follow their guidance.
Optional columns
Only use optional columns that apply to the update you are making. Leave the others blank or remove unused sample rows.
Identity columns: email, case_id, case_ids, unique_id, id.
Profile columns: preferred_name, preferred_pronouns, dob, sex, race, ethnicity, phone, office_phone, veteran, enrolled_on, medicaid_id, ssn, card_message, counselor_name, disability_type, disability_type_other, high_school_name, high_school_graduation_year, self_guardianship.
Group and interest columns: groups, skills, interests.
Status and address columns: status, address_one, address_two, city, state, zip, county, mailing_address_one, mailing_address_two, mailing_address_city, mailing_address_state, mailing_address_zip, mailing_address_county.
Pathway columns, when requested: pathway_code, pathway_start_date, pathway_supporter_email, pathway_counselor_name, pathway_authorization_number, pathway_authorization_units, pathway_authorization_rate, pathway_authorization_issue_date, pathway_authorization_begin_date, pathway_authorization_end_date.
Participant custom fields: add a column only after the custom field exists in Equip. See importing participant custom field values.
Import the file in Equip
Open Participants.
Select Import Participants.
Upload your .xlsx file.
Select Validate Import.
Review the preview. Existing participants are matched by email or case ID.
Choose whether to send app invites and whether to update existing records.
Select Import Participants.
Equip imports the file in the background and emails you when it finishes. If validation finds a problem, fix the spreadsheet and upload it again.