Every person in Equip is either a participant, the individual receiving support who uses the mobile app, or a team member, a staff login that decides what its holder can see and do. Every account starts with four default roles: Super Admin, General Admin, a supporter role, and a participant role. The supporter and participant roles are named to match your account type, which is why one organization sees "Mentor" and "Student" while another sees "Supporter" and "Client". The permissions behind each role are the same on every account type; only the words change.
How the names change by account type
Participants are labelled Clients, Students, Residents or Explorers depending on the account type, and the supporter role follows the same pattern:
Account type | Participants are called | The supporter role is called |
Program accounts (higher education and similar programs) | Students | Mentor |
CRP accounts (community rehabilitation providers) | Clients | Supporter |
RLC accounts | Residents | Supporter |
Family accounts | Explorers | Support |
These words appear wherever Equip refers to participants or supporters: the participant list, the "Designated Students" or "Designated Clients" column on the Team Members page, the "Will this Team Member support specific clients?" prompt on the invite form, and so on. Help Center articles say participant and supporter and mean whichever word your account shows.
The default roles
Super Admin is the account owner's role. It can do everything, including Billing & Subscription and Account Activity in Account Settings, and it can invite other Super Admins. An account can have more than one Super Admin.
General Admin runs the account day to day: participants, team members, Account Settings, Permissions, and every module at the Administrator level. Its scope of support is Full, so it sees every participant. It does not see Billing & Subscription or Account Activity, and it can invite General Admins and supporters but not Super Admins.
Mentor, Supporter, or Support (the supporter role) works with assigned participants. Its default scope of support is Designated, so it sees only the participants assigned to it, and each module is at the Supporter level. It is the only kind of role where web access is optional: the Enable Web Access toggle on the invite form, and Web Access Enabled on the Access tab, decide whether the person can use the web app or only the mobile app. On CRP accounts this role has PHI and Legal access by default; on other account types it does not.
Student, Client, Resident, or Explorer (the participant role) is held by every participant. Participants use the mobile app only, never get web access, and cannot be moved to another role.
Default roles are applied automatically and cannot be deleted. Under Account Settings > Permissions > Custom Roles, each one is marked Default, and Reset to Default puts its permissions back if they were changed.
Custom roles
Administrators can add their own roles under Account Settings > Permissions > Custom Roles > Add Custom Role. A new role starts with the same permissions as an existing role (Similar permissions as) and then sets:
Scope of support: Restricted (only the person's own records), Designated (assigned participants), or Full (all account records).
Has PHI access: shows the Medical Information section of participant profiles (Medicaid number, disability type) and the Equip Card tab.
Has Legal access: shows the Legal Information section of participant profiles (Social Security number).
Module Permissions: for each module, Administrator, Supporter, Viewer, or None. Modules include Participants, Team, Account Settings, Assessments, Forms, Documents, Notes, Calendar, Goals, Groups, Pathways, Reports, Routines, Employment Tracking, Mood Navigator, Announcements and Time, depending on which features are enabled for the account.
A custom role is still either an admin-type role or a supporter-type role, depending on the role it was based on. Only supporter-type roles show the web access toggle; admin-type roles always have web access. Roles with people assigned to them cannot be deleted.
Words the Help Center uses
Administrator means a Super Admin, a General Admin, or a custom role built from General Admin.
Account owner means a Super Admin. Equip treats the first active Super Admin as the owner when it needs a single person, for example as the sender of invitations made on your behalf by Equip Support.
Team member means anyone who is not a participant, whatever their role.
Supporter means a team member in a supporter-type role. See "What is the difference between a supporter, a team member, and an administrator?".
Equip Admin is Equip's own support staff role. Customers cannot assign it.
Where you see roles
Team Members list (profile photo or initials, then Team Members): the Role column shows the role name and the Web Access column shows True or False.
A team member's profile, Access tab: Status, Role, Web Access Enabled (supporter-type roles only), Mobile Access Enabled, and Supported Participants for Designated roles.
Account Settings > Permissions > Custom Roles: each role's scope of support, PHI and Legal access, module permissions, and the users assigned to it.
FAQ
Why does my account say Mentor when another organization says Supporter?
The supporter role is named from your account type when the account is created: Mentor on program accounts, Supporter on CRP and RLC accounts, Support on family accounts. Participants follow the same rule as Students, Clients, Residents, or Explorers. The permissions are identical; only the label differs.
Is "Mentor with Web Access" a separate role?
No. Web access is a toggle on people in the supporter role, not a role of its own. When inviting, switch on Enable Web Access; afterwards, open the person's profile, the Access tab, and switch Web Access Enabled on or off. Everyone else, such as General Admins and Super Admins, always has web access.
What is the difference between Super Admin and General Admin?
Both manage participants, team members, settings, and permissions. Only Super Admins see Billing & Subscription and Account Activity in Account Settings, and only Super Admins can invite other Super Admins. If someone should manage the account but not billing, make them a General Admin.
Can I rename a default role?
Default roles are meant to stay as they are. To use your own name, select Add Custom Role under Account Settings > Permissions, choose the default role under Similar permissions as, give it your name, and assign people to it from the Role field on their Access tab.
Do participants have permissions like team members do?
No. Every participant holds the participant role, which has no web access and no module permissions to configure. What a participant can see in the mobile app is controlled by mobile access on their profile and by the mobile settings described in Mobile App Permissions Reference.
What does Scope of support mean?
It sets which participants a role can see. Restricted means only records the person created or that were shared with them, Designated means the participants assigned to them under Supported Participants, and Full means every participant in the account. General Admin is Full; the supporter role is Designated by default.
Who can see Social Security numbers and medical information?
Roles with Has Legal access see the Legal Information section, which holds the Social Security number. Roles with Has PHI access see the Medical Information section and the Equip Card tab. Super Admin and General Admin have both. The supporter role has both on CRP accounts and neither elsewhere, and a custom role gets whatever its checkboxes say.
Can a supporter see every participant?
Yes, if their role's scope of support is Full. Create a custom role based on the supporter role and set Scope of support to Full, then assign the person to it. Their web access stays optional because the role is still a supporter-type role.
Related
What is the difference between a supporter, a team member, and an administrator?
Setting RBAC Permissions in Equip
Managing Permission Settings
Inviting Your Team
Assigning Participants to Supporters
Mobile App Permissions Reference