Verify and Activate

Department menu → Import & Migration → (workspace) → Verify & activate

After an import, Resgrid checks that what was written matches what you approved. Verify & activate shows those results and walks you through going live: confirm who becomes an administrator, invite the people you imported — in small batches, never at night — and sign off. Imported people stay dormant until you invite them, so nothing reaches them before you are ready.

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

The Verify & activate tab of a workspace, or Verify on an imported data set's card and the Next step card (Check the results of the import, then Everything is verified: invite your people and go live).

Area	Contents
Stat tiles	People imported, Not invited yet, Invited, Signed in, Checks that differ (opens History).
Activation checklist	The steps below with Done, Required or Recommended chips, and Sign off and go live.
People who will become administrators	Shown when your file marked people as administrators.
Invite people	Who to invite and when.
Invitations	Every invitation with its status, Resend and Revoke.

## Turning it on

Part of Import & Migration: the Onboarding.MigrationWizard flag on for your department and a department administrator signed in. Signing off needs your second factor. See Overview → Turning it on.

## Verify the result

Every import ends with a verification run (Checking on the History tab). For each kind of data it compares what the import recorded with what is actually in Resgrid: every row it says it wrote exists in your department, every reference points at a record of your department, and every person it created is still dormant unless you invited them. The History tab shows the outcome next to the run — N checks matched or N checks differ — and data sets that pass become Verified.

Rows the import could not write (IMP-ROW-WRITE-FAILED, IMP-PERSON-ACCOUNT-FAILED) are not part of that comparison — the import never recorded them as written — so they never show as a difference and they do not stop you signing off. Reconcile the N added, N updated or linked, N unchanged, N skipped, N failed counts on the History tab against your source file first, and ask Resgrid support about the failed rows: signing off starts the rollback and retention clocks.

A difference (The check after the import found a difference) needs explaining before you can sign off. Compare the counts on the History tab with your file; if they don't add up, ask Resgrid support from the run. Some finishing steps didn't complete means parent groups, a status button's next statuses or some roles may need setting by hand.

Spot-check in Resgrid itself too — Personnel, Units, Groups & Stations, Types, Custom Statuses, Mapping — and look at Setup Report in Help & Setup, which counts an import as complete once it is verified.

## The activation checklist

Item	Chip	Done when
Review the import results	Required	At least one import has finished and no check differs.
Practice: run a Communication Test	Recommended	Advisory — the link opens Communication Tests in a new tab so you can test paging with a few people you have already invited. It is never ticked automatically.
Confirm administrators	Recommended	Everyone your file marked as an administrator has been confirmed (or there was nobody).
Invite your people	Recommended	Nobody is left to invite.
Sign off	Required	You selected Sign off and go live.

Activation is a checklist, not a switch: Each item can be done separately; nothing is switched on all at once. Sign off and go live (with your second factor) is available once at least one import has finished, no check differs and no import or rollback is running. It records your sign-off (Signed off. Your department is live.), marks the workspace Live, and starts the clock on the rollback window and the retention of checked data. You can sign off before everyone is invited and keep inviting afterwards.

For a live department (Add to a live department, Update a live department, Continue an earlier import) the same tab is where you invite the people each import created and record that the work is finished.

## Confirm administrators

People whose Department administrator column said yes are imported as normal members and listed under People who will become administrators — Your file marked these people as administrators. Confirm each one; until then they're normal members. Tick the people to promote and select Make administrators. Nobody becomes an administrator just because a file said so.

## Dormant members

Every person an import creates starts dormant:

They cannot sign in. A sign-in attempt is refused, and so is a password reset, while their only memberships are dormant.
They receive nothing. No dispatches, messages, notifications, certification reminders, calendar or training notices, or digests — they are left out of every notification sweep, exactly like a disabled member.
They count as members. They appear in your department and use a seat on your plan.

State	Tile	Meaning
Dormant	Not invited yet	Imported, not invited.
Invited	Invited	An invitation is scheduled or sent. Still dormant: nothing but the invitation reaches them.
Activated	Signed in	They accepted the invitation and set a password. From now on they are a normal member.

People your file marked inactive are imported disabled and hidden as well as dormant; they are not counted or listed among the people to invite, and inviting skips them. Admin Assist raises a finding when imported people have not been invited for more than two weeks.

## Invitations

Invite people — Imported people can't sign in or receive anything until you invite them. Invitations are sent in small batches, outside night hours in your department's time zone.

Invite all N people is ticked, with everyone not yet invited listed below it. Untick anyone who should not be invited yet — for example a station you are bringing on later. People your file marked inactive are not listed.
Invite N people who already have a Resgrid account to join is ticked when some of the people in your file already have a Resgrid account in another department (see below).
Send no earlier than — a date and time, or leave it empty to send as soon as possible.
Select Schedule invitations: N invitations scheduled.

How they are sent:

In batches of about 50 a minute, by Resgrid's background worker.
Never between 21:00 and 07:00 in your department's time zone — an invitation due at night waits until 07:00.
In the person's language when your file set one, otherwise the department's.
A failed send is retried automatically (up to five attempts), then shown as Failed.

The Invitations table lists each one with its email, kind (Account or Join with an existing account) and status: Scheduled, Sent, Accepted, Failed or Revoked. Resend puts an invitation back in the queue for the next batch. Revoke cancels it; the person goes back to Not invited yet and can be invited again later.

## Steps Resgrid staff plan for you

In a managed migration, Resgrid staff can also send the invitations, confirm administrators and sign off for you, if your grant allows it. These steps never just happen:

Two Resgrid staff members sign every step: one requests it, a different one approves it.
Your Verify & activate tab shows each planned step at the top, labelled Resgrid staff: Resgrid staff planned a step on your department's behalf., what it does (for example Invite 312 people.), and who requested it.
Under a contract authorization, every administrator is told 24 hours ahead. Each one gets a notice like Resgrid will invite 312 people from "Spring roster" on 2026-11-02 14:00 UTC. Nothing happens before that time unless an administrator approves sooner.
If you asked to approve every step when you granted access, a step that two staff members approved waits with Two Resgrid staff members approved this. It starts when an administrator of your department approves it. and Approve and start.

What you can do with a planned step:

It shows	You can
It waits for a second Resgrid staff member to approve it.	Cancel it. You can't approve it before the second staff member has.
Two Resgrid staff members approved this. It starts when an administrator of your department approves it.	Approve and start (confirm with your second factor) or Cancel it
Two Resgrid staff members approved it. It is scheduled for (date); you can start it now or cancel it.	Start now (confirm with your second factor), which ends the notice period, or Cancel it

Cancel it stops the step before anything is sent or changed. Every request, approval and cancellation is on the workspace timeline. A step Resgrid staff carry out follows the same rules as yours: people imported as inactive are never invited, invitations respect night hours, and sign-off needs a clean reconciliation.

## What invited people see

People the import created get an email with a link. The page says [Department] has set up a Resgrid account for you. Choose a password to sign in for the first time., shows their user name, and asks for a password. Set password and sign in activates them, confirms their email and signs them in. From then on they are a normal member and can set up two-factor authentication, the apps and their notification preferences.

People who already have a Resgrid account (their email belongs to another department) are never added silently and their profile is never touched. Their invitation says [Department] has invited you to join with your existing Resgrid account.; they select Sign in to accept, sign in with that account, and select Join [Department]. Their membership is created only then — and only if your plan still has room. An invitation opened while signed in with a different account shows This invitation was sent to a different email address. Sign in with the account it was sent to.

An invitation that was revoked or already used shows This invitation can no longer be accepted. Please contact the administrator who invited you.