Use the Participants page to add one person at a time and control whether they receive an 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 (For Onboarding) instead.

Higher ed customers may have a participant seat limit. When your account is over its allocated seats, the Add Participant button stays visible but is grayed out, and new participants cannot be added until more seats are available. Use Request More Seats or contact the Equip team if you need to add seats.

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, sex, race, ethnicity, or custom fields.
Choose whether to turn on Send App Invite, if the option is shown.
Select Add Participant.

Send an App Invite When Adding a Participant

When Send App Invite is turned on, Equip emails the participant an invitation to access the mobile app after the participant is added. Turn this off if you want to create the profile now and invite the participant later.

Some account types may not show the Send App Invite option. If the option is not shown, continue adding the participant with the fields available on your account.

Invite an Existing Participant Later

Open Participants from the left navigation.
Select the participant's profile.
If the participant has not joined Equip Mobile and has a valid email address, select Send App Invite.
If an invite was already sent but the participant has not joined yet, select Resend App Invite.

You may also see invite actions from the participant list menu when your role has permission to send invitations.

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.
On the participant profile, Invited shows when the invitation was sent, and Joined shows when the participant accepted the invitation.

If the Button Is Unavailable

If Add Participant is grayed out, your account has reached or exceeded its participant seat count. You can still view and manage existing participants, but you cannot add another participant until seats are added or freed up. Contact the Equip team or use Request More Seats from the seat-limit prompt.

Best Practices

Send the app invite when the participant is ready to start using Equip Mobile.
Create the participant profile without sending an invite if your team needs to finish setup first.
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.

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.