Add a participant from the Participants page with the Add button, fill in their name and email, and switch on Send App Invite if they should get the mobile app invitation straight away. Leave the switch off to create the profile now and invite them later from their profile with Send App Invite. The invitation is for the Equip mobile app only; participants never sign in to the web app. Participants are labelled Clients, Students, Residents, or Explorers depending on your account type, so the button reads Add Client, Add Student, and so on.
Who can do this, and where
Web app only. Open Participants in the left navigation.
Adding needs the create permission of the Participants module, which the Administrator level includes. Super Admins and General Admins always have it.
Sending or resending an invite needs the same permission, and the participant must be within your scope of support.
CRP accounts do not invite participants to the mobile app: the Send App Invite switch and buttons are not shown, and a participant's email is optional there.
Steps to add a participant
Open Participants and click Add Participant at the top right. A panel titled "Add Participant" opens.
Optionally click the photo circle to add a profile photo.
Enter the Name.
Enter the Email. It is required except on CRP accounts. On CRP accounts a Case ID field appears instead of the invite switch.
Enter the Date of Birth.
Under Assignments, choose Designated Supporters and Groups if you want them assigned now. These fields are not shown on family accounts.
Under Demographics, set Sex, and on non-family accounts Race and Ethnicity.
Switch on Send App Invite ("Invite participant to use the mobile app?") if the participant should receive the invitation now.
Click Add Participant.
You land on the new profile. If an invite was sent, the page confirms "An invitation email has been sent to [email]." Other profile details, such as address, preferred name, enrollment information, and custom fields, are added afterwards from Edit Profile & Settings.
On accounts with the multi-add feature the button reads Add Participants and opens a panel where you add several people at once with Add Another and finish with Add N Participants. That panel does not send invites; invite each person from their profile afterwards.
Steps to invite a participant later
From the profile: open the participant and click Send App Invite under Edit Profile & Settings. If an invite was already sent and not yet accepted, the button reads Resend App Invite. The page confirms "Email send to [name]!".
From the Access tab: open Edit Profile & Settings, then Access. Administrators see a Mobile Access card with the same Send App Invite or Resend App Invite button.
In bulk: on the Participants list, open Batch Actions, choose Send App Invite, tick the participants, and click Send App Invite in the bar at the bottom. Only participants who have not joined and have a real email can be ticked. The page confirms "App invitation sent to N participants."
The invite button disappears once the participant has accepted, and it is never shown for a participant whose email is a placeholder because they were added without one.
What the participant sees when they accept
They receive an email with an invitation link, sent from the person who invited them.
The link opens a page titled "Set up your profile" that greets them with "Hi, [first name]!". They add a photo if they like, choose their Time zone, set a Password and Password confirmation, and click Save and Continue.
If your account offers Google or Microsoft single sign-on, Sign in with Google or Sign in with Microsoft buttons appear above the form and they can accept with one of those instead. If your account requires SSO, the page is titled "Accept Invitation" and shows only the SSO buttons.
On acceptance Equip turns on their mobile access, sets them Active, shows "Your password was set successfully.", and sends them to the app download page.
They open the Equip mobile app and sign in with the same email, using the password they set or the SSO provider they chose.
For SSO, the email Google or Microsoft returns must match the email on the participant's profile exactly. Microsoft may return the user principal name or preferred username instead of the mailbox address; Equip accepts any of those as long as one matches.
Invitation status
On the profile, once an invite has been sent, an Invited date and a Joined date appear near the bottom of the profile card. Joined shows "Invitation Not Accepted" until they accept.
On the Participants list, filter by Invitation Status: Accepted or Pending. A phone icon next to a participant means their mobile access is on; hover it to see their last sign-in.
Mobile access itself is a switch on the participant's Access tab, Mobile Access Enabled, which acceptance turns on and a discharge turns off.
Limits and what the errors mean
No Add Participant button, and the Import button is dimmed. Your account is at its participant seat limit. Clicking Import opens "No participant seats available" with a Request More Seats button that messages the Equip team. Discharging participants frees seats, because only Active participants count.
"Email is already in use." A participant with that email or case ID already exists in your account. Search the list, including Inactive participants, before adding again.
"[Participant] Exists" appears while typing the email. The email belongs to a participant in another Equip account. Choose Request Access to ask to share the person, or Request Transfer to ask to move them to your account. If you submit anyway with Send App Invite on, you get "This person is associated with a different account. If you would like to request access to this person, please contact support." With Send App Invite off, Equip creates a separate profile in your account that cannot use the app.
No Send App Invite switch. Your account is a CRP or family account. CRP accounts do not invite participants; on family accounts invite from the profile afterwards.
No Send App Invite button on a profile. The participant has already joined, their email is a placeholder, your account is a CRP account, or your role lacks the Participants create permission.
"The invitation token provided is not valid!" The participant used an old link after a newer invite was sent, or the profile was deleted. Send a fresh invite.
Participants added without an email cannot be invited until an email is added on the Authentication tab under Edit Profile & Settings. The Access tab's Mobile Access card offers Contact Support for these participants.
FAQ
Can I add a participant without inviting them?
Yes. Leave Send App Invite switched off when adding them. The profile is created with mobile access off, and you can send the invite later from the profile or in bulk from Batch Actions.
Why do I see Resend App Invite instead of Send App Invite?
An invitation was already sent and the participant has not accepted it yet. Clicking it sends a new email with a fresh link; the older link stops working.
What happens if my account uses Google or Microsoft sign-in?
The invitation page shows Sign in with Google or Sign in with Microsoft. When SSO is optional the participant can still set a password instead. The email the provider returns must match the email on their Equip profile, otherwise Equip cannot find the account.
Why can't I add another participant?
Your account has reached its participant seat limit, so the Add button is hidden and Import is dimmed. Click Import to open the seat message and choose Request More Seats, or discharge participants who have left to free seats.
Does a participant ever get web access?
No. Participants use the mobile app only. A staff member who is also listed as a participant would need a separate team member login with a different email.
Can I invite many participants at once?
Yes. On the Participants list choose Batch Actions, then Send App Invite, tick the participants, and click Send App Invite. Participants who already joined or have no real email cannot be ticked. A participant import can also send invites with its Send App Invite switch.
The participant says they never got the email. What should I check?
Confirm the email on their profile is correct and ask them to check spam. Then click Resend App Invite on the profile. If the email is wrong, correct it on the Authentication tab first, then resend.
Why is the email required for some accounts but not others?
Non-CRP accounts require an email because it is the participant's mobile app login. CRP accounts do not invite participants to the app, so the email is optional and a Case ID is offered instead.
Related
Importing Participants in Equip
Introduction to the Participants Page
Updating Participant Information
Batch Actions for Participants
Should I delete, discharge, or inactivate a participant?