Use the Participants page to add one person at a time and decide whether they should receive an Equip mobile app invitation right away. Your account may use a different participant label, such as Student, Client, Resident, or another term.

📄 Before You Add or Invite Someone

Make sure the person should be added as a participant in Equip.
If you need to add many people at once, use Importing Participants in Equip instead.
Some accounts have participant seat limits. When the account is at its seat limit, Add Participant may be disabled until seats are added or freed up.
Participant invitations are for Equip mobile app access. Participants do not use the web app unless your Equip team has configured a separate staff or supporter account for them.

⚙️ Add a Participant

Open Participants from the left navigation.
Select Add Participant. If your account supports adding multiple participants at once and seats are available, the button may say Add Participants.
Enter the participant’s full name.
Enter the participant’s email address when required for your program.
Complete any additional fields your organization tracks, such as case ID, date of birth, designated supporters, groups, demographics, or user custom fields.
Choose whether to turn on Send App Invite, if the option is shown.
Select Add Participant.

📨 Send an App Invite

When Send App Invite is turned on, Equip emails the participant an invitation to set up access to the mobile app after the participant is added. Leave it off if your team needs to create the profile now and invite the participant later.

Some account types do not show Send App Invite. If the option is not shown, continue adding the participant with the fields available on your account.
To invite an existing participant later, open the participant profile and select Send App Invite.
If an invite was already sent but the participant has not joined yet, select Resend App Invite.
When your role has permission, you may also be able to use Send App Invite from the participant list batch actions.

🔐 What Participants See When They Accept

Here is the full invitation acceptance flow for a participant or student:

An admin sends an app invite from Add Participant, the participant profile, or the participant list.
Equip emails the participant an invitation at the email address on their profile.
The participant accepts the invitation by clicking the link in that email.
The invite link opens Equip’s account setup flow. Depending on your account settings, the participant either sets up their profile and password or accepts through Google or Microsoft SSO.
After the invitation is accepted, Equip turns on the participant’s mobile access and sends them to download or open the Equip mobile app.
The participant opens the mobile app and logs in with the same email address using the password or SSO method they used during setup.

For SSO accounts, the email returned by Google or Microsoft must match the participant’s Equip email address. If SSO is required, the invite page shows the enabled SSO buttons, such as Sign in with Google or Sign in with Microsoft, instead of the password setup form.

📍 Invitation Statuses

Not Invited means no app invitation has been sent yet.
Invited means an app invitation was sent, but the participant has not accepted it yet.
Joined on the participant profile means the participant accepted the invitation.
Invitation status is checked from the participant profile. It is not included as a column in the Participant Details Report, and Last Sign In is not a reliable substitute for invitation acceptance.

💡 Best Practices

Send the app invite when the participant is ready to start using Equip Mobile.
Create the profile without sending an invite if your team needs to finish setup first.
Confirm the participant’s email address before sending or resending an invite, especially for SSO accounts.
Use Resend App Invite when a participant has not accepted the original invitation.
Use participant import when you need to add or update many participant profiles at once.

❓ FAQs

Can I add a participant without inviting them?
Yes. If Send App Invite is shown, leave it turned off to create the profile without emailing the participant an app invitation.

Can I invite the participant later?
Yes. Open the participant profile and use Send App Invite when the participant is ready to access Equip Mobile.

Why do I see Resend App Invite?
Resend App Invite appears when an invitation has already been sent but the participant has not joined yet.

What if the account requires SSO?
The participant must use one of the enabled SSO buttons on the invitation page. The SSO email must match the participant’s Equip email.

Why can’t I add another participant?
Your account may have reached its participant seat limit. Use Request More Seats or contact the Equip team before adding more participants.

Importing Participants in Equip
Introduction to the Participants Page
Updating Participant Information
Managing SSO and Authentication Settings

Adding and Inviting Participants