Starter Workbook, Templates and Current Data

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

The Resgrid starter workbook is an Excel file built for your department: one sheet per kind of data, an example row on each sheet, and drop-down lists of the accepted options and of the stations, roles and types you already have. Fill it in and upload it, and Resgrid knows exactly which column is which — no column matching needed. If you prefer CSV there is one template per kind of data, and Download current data gives you what your department already has in the same layout, ready to edit and upload again.

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

Open a workspace and choose the Files & data sets tab. The right-hand panel Resgrid starter workbook has:

Control	What you get
A tick box per kind of data (all ticked) + Download workbook	resgrid-starter-workbook.xlsx with a sheet for each ticked kind of data.
Prefer CSV? Download one template per kind of data	One resgrid-<data set>.csv per kind of data, for example resgrid-personnel.csv.
Download current data	resgrid-current-data.xlsx with your department's existing records (see below).

## Turning it on

Available wherever Import & Migration is: the Onboarding.MigrationWizard flag on for your department and a department administrator signed in. See Overview → Turning it on.

## What is in the workbook

Part	Details
Instructions sheet	Five short rules: fill in one sheet per kind of data and delete the sheets you don't need; keep the column headers exactly as they are; the first row of each sheet is an example and is never imported; columns with a drop-down accept the listed values (other text is matched when you upload); save as .xlsx and upload — nothing is saved until you review and approve it.
One sheet per kind of data	In import order: Statuses, Certification types, Stations and groups, Roles, Role requirements, People, Emergency contacts, People's certifications, Unit types, Units, Unit certifications, Call types, Call priorities, Point of interest types, Points of interest. The header row is frozen.
Column headers	Label [field_key] — for example First name [first_name] or Station or group [group]. The code in brackets tells Resgrid which field the column fills, so the headers must stay as they are. Each field is described on its field reference page.
Example row	Row 2 of every sheet holds example values and an x in the last column, resgrid:example. Any row with x in that column is skipped, so you can leave the example in place. Add your own rows below it with that column empty. Completely blank rows are skipped too.
Drop-down lists	Choice columns (for example Type on Stations and groups: station or organizational) list the accepted codes. Reference columns list the names your department already has — stations and groups, roles, certification types, unit types and point of interest types. The lists live on a hidden Lists sheet and cover the first 2,000 rows.
Date columns	Checked by Excel as dates.

The drop-downs are guides, not locks: Excel warns but lets you type something else. That is on purpose — a station you add on the Stations and groups sheet is not in Resgrid yet, so it is not in the list, but People can still name it. Anything not in a list is matched when you upload.

## Filling it in

1. Delete the sheets you don't need (or leave them with only the example row — an empty sheet is simply not imported).

2. Fill in rows below the example. Keep one record per row.

3. Give records a Source ID — the ID from the system you are leaving, or one you invent (ST-1, ST-2 …). Other sheets can then refer to a record by its Source ID or by its name, and uploading a corrected copy later updates rows instead of adding them twice.

4. Use the formats Resgrid reads without questions:

   Type	Write it as
   Dates	2026-03-04 (year-month-day). 03/04/2026 can be read two ways: you are asked once per column whether the day or the month comes first.
   Yes / No	yes / no, true / false, 1 / 0, or x and blank.
   Phone numbers	With the country code: +1 555 123 4567.
   Lists	Several values separated by semicolons: Engineer; EMT.
   Colours	Hex codes: #2a78d6.
   Coordinates	Decimal degrees: 39.7817, -89.6501.

5. Save as .xlsx (not .xlsm or .xls) and upload it on Files & data sets.

When the workbook arrives, each sheet becomes a data set, its destination is confirmed automatically and every column is already matched. You still see any issues the checks find — a missing email, a station name that matches nothing, a value that is not in a list — and you still review and approve before anything is saved.

## CSV templates

Each CSV template has the same headers as the matching workbook sheet, the resgrid:example column and one example row. It is saved as UTF-8 with a byte-order mark so Excel shows accented names correctly; if you edit it in Excel, save it again as CSV UTF-8. Upload one CSV file per kind of data.

Template	Data set
resgrid-custom-statuses.csv	Statuses
resgrid-certification-types.csv	Certification types
resgrid-groups.csv	Stations and groups
resgrid-roles.csv	Roles
resgrid-personnel.csv	People
resgrid-personnel-certifications.csv	People's certifications
resgrid-unit-types.csv	Unit types
resgrid-units.csv	Units
resgrid-call-types.csv	Call types
resgrid-call-priorities.csv	Call priorities
resgrid-poi-types.csv	Point of interest types
resgrid-pois.csv	Points of interest

## Download current data

Download current data exports your department's existing records in the template layout, one sheet per kind of data, so you can correct or complete them in a spreadsheet and upload them again. It covers stations and groups, roles, certification types, unit types, units, call types, call priorities and point of interest types. People are never exported (personal data does not leave Resgrid this way), and statuses, people's certifications and points of interest are not exported in this release.

Each exported row has a Source ID of the form resgrid:<number> and the example row at the top. To use it for corrections:

1. Start a workspace as Update a live department (reviewed) (or choose Review updates when you approve).
2. Edit the values you want to change; delete the rows you don't want to touch.
3. Upload the file. Rows are matched to your existing records by name, and the preview shows which records will be updated.

Don't rename records this way

Because rows are matched by name, a row whose name you changed no longer matches its record and would be added as a new record. Rename stations, units and types on their own screens in Resgrid instead.

Values in every download are written as plain text — never as formulas — so a cell starting with = cannot run anything when the file is opened.

## Field reference

Every column of every sheet, with its type, whether it is required, its length limit, the accepted choices and an example:

• People — people and emergency contacts
• Stations and groups
• Roles and certifications — roles, certification types, role requirements and people's certifications
• Units — unit types, units and unit certifications
• Statuses
• Call types and priorities
• Points of interest — point of interest types and points of interest