Add a team member from Team Members with Add Team Member: enter their name and email, choose a role, and select Add Team Member. With Send Invite Email left on, Equip emails them an invitation link that is valid for two weeks, and they show as Invited until they accept. With it switched off, Equip adds them as Active straight away without sending anything; they can be assigned to participants but cannot sign in until you send an invitation later. To add many people at once, use Import Team Members instead.
Participants are labelled Clients, Students, Residents or Explorers depending on your account type, and the supporter role is called Mentor, Supporter or Support. Everything below applies to all of them.
Who can do this, and where
Web only. There is no way to add a team member from the mobile app.
Super Admins, General Admins, and any custom role whose Team module permission is Administrator.
General Admins can add General Admins and supporter-type roles. Only a Super Admin can add another Super Admin, so the Super Admin role is not in the list for anyone else.
If your plan counts team member seats and none are left, the Add Team Member and Import Team Members buttons do not appear. Contact the Equip team to add seats.
Steps
Select your profile photo or initials in the top-right corner, then Team Members.
Select Add Team Member (on family accounts, Add Guide).
Enter the person's Name and Email.
Choose their Role.
Optionally enter a Title (Director, Coordinator, Coach and so on). On family accounts this field is Relationship.
Leave Send Invite Email on to email the invitation now, or switch it off to add the person without one.
For a supporter-type role, decide whether to leave Enable Web Access on. When it is off, the person can only use the mobile app. This toggle is hidden for admin roles, which always have web access.
For a role whose scope of support is Designated, choose their Supported Participants. You can add more later from their Access tab.
Select Add Team Member.
When the invitation is sent, the page shows "An invitation email has been sent to [email]." and the new row shows Invited. When you skipped the email, the row shows Active immediately.
What the invited person sees
An email from Equip with a link to accept the invitation. The link works for two weeks. After that, resend the invitation from the Team Members list.
If your account requires SSO, the link opens an Accept Invitation page with Sign in with Google or Sign in with Microsoft. There is no password to set.
Otherwise the link opens Set up your profile, where they confirm their name, title, time zone and choose a password, then select Save and Continue. If SSO is enabled but not required, the SSO buttons appear above the form as an alternative.
After accepting, admins are signed in to the web app. A supporter without web access is sent to the app download page instead and signs in on mobile.
Limits and what the errors mean
"Email has already been taken": that email already belongs to an Equip login, in your account or another one. Search Team Members and Participants for it. A person can only have one Equip login, and a participant cannot also be a team member.
No Send Invite Email effect while impersonating: when the Equip team adds someone on your behalf, the invitation is never sent automatically. Send it from the row menu afterwards.
The invitation link expired: invitations are valid for two weeks. Open the person's row menu on Team Members and select Resend Invite (or Send Invitation for supporter roles) to send a fresh link.
Web Access is False for a supporter: they were added with Enable Web Access off. Turn on Web Access Enabled on their Access tab, or use the Enable Web Access batch action.
Billing: adding a team member updates your Equip subscription. Whether it changes your bill depends on your plan.
FAQ
Where do I add a new team member?
Select your profile photo or initials in the top-right corner, choose Team Members, then select Add Team Member. The form asks for their name, email, role and an optional title.
What happens if I turn off Send Invite Email?
Equip creates the team member and marks them Active right away, without emailing them. They can be assigned to participants and pathway steps, but they have no login until you send the invitation from their row menu on Team Members.
How long is the invitation link valid?
Two weeks from when it was sent. If the person misses it, open their row menu on Team Members and select Resend Invite, or Send Invitation for supporter roles, to send a new link.
Why is there no Enable Web Access toggle for the role I picked?
Only supporter-type roles can be limited to the mobile app. General Admins, Super Admins and other admin-type roles always have web access, so the toggle is hidden for them.
Can a General Admin add a Super Admin?
No. The Super Admin role only appears in the Role list for Super Admins. General Admins can add General Admins and supporter-type roles.
What if my account requires SSO?
The invited person accepts by selecting Sign in with Google or Sign in with Microsoft on the invitation page. They never set an Equip password, so their Equip email must match the email on their Google or Microsoft account.
Can I add several team members at once?
Yes. Select Import Team Members on the Team Members page and upload an Excel file with name, email and role columns. See Import team members from a spreadsheet
Related
What is the difference between a supporter, a team member, and an administrator?
Resend a team member's invitation
What do the team member statuses Active, Inactive, Invited and Not Invited mean?
Import team members from a spreadsheet
Managing SSO and Authentication Settings