In Equip, a participant is the individual receiving services—this could be a student, client, or resident depending on your program. Instead of adding each participant one at a time, you can save time by importing them all at once using a spreadsheet.
📁 Import Template
Use the template below to get started. Delete any unused columns before uploading:
To Save The Template as an Excel:
Click the link above
Click File
Click Download
Click Microsoft Excel (.xlsx)
Open your new template
Delete any sample data
Enter your data
Click on the Name of the File at the top of the page (Equip-participant-template)
Rename the file to your organization's name-participant-template
Click Save
🎥 Watch & Follow Along
Watch the following video that steps through each cell of the Import Template linked above. Open up your template and follow along.
📊 Required Columns
Your spreadsheet must include these fields:
name
email – Must be unique if included. Only required if your organization identifies participants by email instead of case ID.
case_id (must be unique) – Must be unique if included. Required for CRPs (Community Rehabilitation Programs) that identify participants by case id.
📄 Optional Columns
You can also include any of the following fields to enrich participant profiles:
unique_id
dob (date of birth)
ssn (social security number)
groups
residential_address_one
residential_address_two
residential_city
residential_state
residential_zip
residential_county
mailing_address_one
mailing_address_two
mailing_city
mailing_state
mailing_zip
mailing_county
phone
office_phone
sex
race
ethnicity
disability_type
disability_type_other
enrolled_on
counselor_name
self_guardianship
high_school_name
high_school_graduation_year
status
🔤 Accepted Values for Enum Fields
Sex: male, female, undisclosed
Race:
american_indian_or_alaska_native
asian
black_or_african_american
native_hawaiian_or_other_pacific_islander
white
two_or_more_races
other_race
Ethnicity: hispanic_or_latino, non_hispanic_or_latino
Self Guardianship: true, false
Disability Type: tbi, autism, down_syndrome, mental_health, muscle_spasms, cerebral_palsy, genetic_disorder, intellectual_disability, developmental_disability, or other.
⚠️ Important Notes
The email field must be unique for each participant
Sensitive fields like SSN and medicaid_number are securely encrypted
Date fields (e.g., dob, enrolled_at) must follow YYYY-MM-DD format
Boolean fields (e.g., self_guardianship) must be true or false
Equip Tip: Importing is just the first step! You can always edit participant profiles, add more later, or create new ones individually as your organization grows.