People — Field Reference

Department menu → Import & Migration → (workspace) → Files & data sets

The People data set brings in your members: names, email, phone numbers, station or group, roles and department-only details such as an ID number or home address. Every imported person is created dormant — they cannot sign in and receive nothing until you invite them. Because email addresses are unique across all of Resgrid, people are matched by email and some rows become invitations to join rather than new members; the rules are below.

Preview feature

Import & Migration is a Preview feature: it is off by default and Resgrid turns it on per department while it is being rolled out.

## Where to find it

Fill in the People sheet of the starter workbook or resgrid-personnel.csv, or upload your own roster and match it to People on the matching page. People refer to stations and groups and roles, so import those first or in the same import.

## Turning it on

Part of Import & Migration: the Onboarding.MigrationWizard flag on for your department and a department administrator signed in. New people use seats on your plan. See Overview → Turning it on.

## People sheet

Your members: names, contact details, station or group, roles and department-only details. Imported people cannot sign in and receive nothing until you invite them.

Starter workbook sheet People; CSV template resgrid-personnel.csv; imported after Stations and groups, Roles; extra columns can be kept as custom fields.

Column header	Field key	Type	Required	Notes
Source ID [source_id]	source_id	Text		The person's id in the system you are leaving. Lets later files refer to this row and makes a re-import update it instead of adding it twice. Up to 256 characters. Must be unique in the file. Example: 1042. Headers recognized: id, source id, external id, record id, key.
First name [first_name]	first_name	Text	Yes	The person's first name. Up to 100 characters. Example: Alex. Headers recognized: first name, firstname, given name, first.
Last name [last_name]	last_name	Text	Yes	The person's last name. Up to 100 characters. Example: Rivera. Headers recognized: last name, lastname, surname, family name, last.
Email [email]	email	Email	Yes	The person's email address. Every Resgrid member needs one; it is how they are invited and sign in. Must be unique in the file. Example: alex.rivera@example.org. Headers recognized: email, e-mail, email address, mail.
Mobile phone [mobile_phone]	mobile_phone	Phone		The number Resgrid texts and calls for dispatches. Include the country code, for example +1 555 123 4567. Example: +1 555 123 4567. Headers recognized: mobile, cell, mobile phone, cell phone, mobile number, phone.
Home phone [home_phone]	home_phone	Phone		A second number Resgrid can call. Example: +1 555 765 4321. Headers recognized: home phone, home, home number, landline.
Station or group [group]	group	Reference		The station or group the person belongs to, by its source ID or its name. A person belongs to one group. Refers to Stations and groups. Example: Station 1. Headers recognized: group, station, company, assigned station, home station.
Group administrator [group_admin]	group_admin	Yes/No		Yes when the person manages their station or group. Example: no. Headers recognized: group admin, group administrator, station officer.
Roles [roles]	roles	List of reference		The person's roles, separated by semicolons, by name or source ID. Separate values with ;. Refers to Roles. Example: Engineer; EMT. Headers recognized: roles, role, positions, qualifications.
Department administrator [will_be_admin]	will_be_admin	Yes/No		Yes when the person should become a department administrator. It is applied only when you activate them, after you confirm it. Example: no. Headers recognized: admin, administrator, department admin, is admin.
ID number [identification_number]	identification_number	Text		The department-issued member or badge number. Up to 100 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: E-1042. Headers recognized: id number, badge, badge number, employee number, member number, employee id.
Time zone [time_zone]	time_zone	Time zone		The person's time zone. Left empty, the department's is used. Example: Central Standard Time. Headers recognized: time zone, timezone, tz.
Language [language]	language	Language		The language Resgrid uses for the person, such as en, es or fr. Left empty, the department's is used. Example: en. Headers recognized: language, locale, preferred language.
Notes [notes]	notes	Text		Department-only notes about the person. Up to 4000 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: Prefers night shifts. Headers recognized: notes, comments, remarks.
Home street address [home_street]	home_street	Text		The person's home street and number, kept as department-only data. Up to 500 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: 15 Oak Ave. Headers recognized: home address, street, address.
Home city [home_city]	home_city	Text		The person's home city. Up to 150 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: Springfield. Headers recognized: home city, city.
Home state or region [home_state]	home_state	Text		The person's home state, province or region. Up to 100 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: IL. Headers recognized: home state, state.
Home postal code [home_postal_code]	home_postal_code	Text		The person's home postal or ZIP code. Up to 32 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: 62704. Headers recognized: home zip, zip, postal code.
Home country [home_country]	home_country	Text		The person's home country. Up to 100 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: United States. Headers recognized: home country, country.
Active [active]	active	Yes/No		No for former or inactive members: they are imported disabled and hidden, and never invited. Example: yes. Headers recognized: active, status, is active, enabled.

Contract personnel version 2026.11.1, generated from the import catalog.

## Emergency contacts sheet

Who to call for each person in an emergency. Every value except the order and the primary flag is protected when your department uses Advanced Data Protection, and Resgrid staff never see them.

Starter workbook sheet Emergency contacts; CSV template resgrid-emergency-contacts.csv; imported after People.

Column header	Field key	Type	Required	Notes
Source ID [source_id]	source_id	Text		The contact's id in the system you are leaving. A re-import of the same contact (same workspace, or an import that continues it) is recognized by it instead of adding the contact again. Up to 256 characters. Must be unique in the file. Example: 1042. Headers recognized: id, source id, external id, record id, key.
Person [person]	person	Reference	Yes	Whose contact this is, by the person's source ID or email. Refers to People. Example: alex.rivera@example.org. Headers recognized: person, member, member email, employee, employee email, staff.
Contact name [name]	name	Text	Yes	The full name of the person to call. Up to 200 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: Jordan Rivera. Headers recognized: contact name, emergency contact, emergency contact name, next of kin, contact.
Relationship [relationship]	relationship	Text		How the contact is related to the person, such as spouse or parent. Up to 100 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: Spouse. Headers recognized: relationship, relation, relationship to member.
Phone [phone]	phone	Phone		The contact's phone number. Include the country code, for example +1 555 987 6543. Department-only; protected by Advanced Data Protection when your department uses it. Example: +1 555 987 6543. Headers recognized: contact phone, emergency phone, phone, telephone.
Alternate phone [alternate_phone]	alternate_phone	Phone		A second number to try. Department-only; protected by Advanced Data Protection when your department uses it. Example: +1 555 222 3333. Headers recognized: alternate phone, other phone, second phone, phone 2.
Contact email [email]	email	Email		The contact's email address. Up to 256 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: jordan.rivera@example.org. Headers recognized: contact email, emergency contact email, emergency email.
Notes [notes]	notes	Text		Anything that helps reach the contact, such as when to call. Up to 4000 characters. Department-only; protected by Advanced Data Protection when your department uses it. Example: Call after 6 pm. Headers recognized: notes, comments, contact notes.
Primary contact [is_primary]	is_primary	Yes/No		Yes for the contact to call first. A person has at most one; the last one marked wins. Example: yes. Headers recognized: primary, is primary, first contact, primary contact.
Order [sort]	sort	Whole number		The contact's position in the person's list; lower comes first. From 0 to 1000. Example: 1. Headers recognized: order, sort, sort order, priority.

Contract emergency-contacts version 2026.11.1, generated from the import catalog.

Emergency contacts are never matched by their values: every value except the order and the primary flag is protected, so a row always adds a contact. Give contacts a Source ID if you may upload the file again — a re-upload in the same workspace, or in one that continues this import, then recognizes them. An import never changes an existing contact. A person has at most one primary contact; when several rows mark one, the last row wins. Rolling the import back removes the contacts it added.

## How people are matched

A row is matched by its Source ID when the same workspace — or the import it continues — imported it before, otherwise by its email address — never by name or phone number. Emails must be unique within the file.

The row's email is …	What happens
New to Resgrid	A new account is created with no password and an unconfirmed email, a user name made from the email, the profile from the row, and a dormant membership in your department. No welcome email is sent. The person chooses a password when they accept their invitation.
A current member of your department (including dormant members)	Matched — Update or link in the preview. With Add only nothing changes. With Review updates only department data changes: station or group, group administrator, roles, ID number, notes and home address. Name, phone numbers, time zone and language belong to the person's own profile and are never changed by an import.
A member removed from your department earlier	Brought back, if you agree: the preview counts them under Update or link, and Review & import asks you to confirm N people who were removed from your department will come back. They return like everyone the import adds — not an administrator, unable to sign in or receive anything until you invite them — with the row's station or group, roles and details added where none are set. Each one takes a seat on your plan. Exclude their rows to leave them out; rolling the import back removes them again.
An account that belongs only to other departments	Never created, linked or changed, and nothing about the other department is shown — the issue only says N people already have a Resgrid account. The row becomes Invite to join: at activation the person gets an invitation to join your department with their existing account, and becomes a member only when they accept. See Existing accounts.
Missing or invalid	Blocking — every member needs a working email address, and Resgrid never invents one. Add the email or exclude the row.

More rules:

• Department administrator = yes does not make anyone an administrator during the import. You confirm each person on Verify & activate.
• Active = no imports the person disabled and hidden (and dormant). They are never offered for invitation.
• Roles a person cannot hold yet because of your certification requirements are retried at the end of the import, after people's certifications have been written — so approve People and People's certifications in the same import.
• Phone numbers are stored in international format; numbers without a country code are read with your department's country.
• Department-only fields (ID number, notes, home address) are stored as department member data, protected by Advanced Data Protection when your department uses it.
• Extra columns can be kept as custom fields on people.