Resident Matching (Setup Step 4)
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When your Zentra site has existing residents, the setup wizard includes a Resident Matching step. This allows you to link PMS residents to existing Zentra users to prevent duplicates.
This step only appears if existing residents are found in Zentra. For new properties with no residents, the wizard skips directly from Access Assignment to Settings.

Understanding Match Types

The system attempts to automatically match PMS residents to existing Zentra users:
Status
Indicator
Meaning
Auto-matched
Green
High confidence match (email matches) – no action needed
Needs review
Orange
Low confidence match (name only) – review required
Resolved
Green
You have confirmed or rejected the match

Procedure

  1. Review the list of PMS residents and their suggested matches.
  2. Use the filter tabs to focus on specific match types:
    • All
       – View all residents
    • Auto-matched
       – High confidence matches (can proceed without review)
    • Needs review
       – Require your decision
  3. For each item marked “Needs review,” click
    Review
     or
    Resolve
    .
  4. In the resolution modal, choose an action:
    • Match to existing resident
       – Link to the suggested or a different Zentra user
    • Create as new resident
       – Import as a new user (does not link to existing)
    • Skip this resident
       – Do not import during initial setup; the record may reappear in the Sync queue on a future sync
    • Skip permanently
       – Do not import now or on any future sync
  5. Click
    Resolve
     to confirm your choice.
  6. Once all required items are resolved, click
    Continue
    .

Resolution Modal

When you click
Review
 on a resident, a modal displays:
  • Left side: PMS resident details (name, email, unit)
  • Right side: Suggested Zentra resident details
Match to Existing Resident
Select this when the PMS resident IS the same person as a Zentra user.
  • Use the search dropdown to find and select the correct Zentra user
  • The suggestion may not always be correct – verify before confirming
Create as New Resident
Select this when the PMS resident is NOT the same as any existing Zentra user.
  • A new resident profile will be created
  • The existing Zentra user remains unchanged
If the PMS resident has the same email as an existing Zentra user, you cannot create a new resident. You must either match to the existing user, skip, or skip permanently.
Skip This Resident
Select this to exclude the resident from the initial import.
  • They will not be imported during setup
  • They may appear in future syncs
Skip Permanently
Select this to exclude the resident from the initial import and every future sync.
  • The resident moves to the Permanently Skipped Residents list
  • They will not reappear in the Sync queue on later syncs
  • You can un-skip a permanently skipped resident later if you change your mind – see Sync queue

Auto-Matched Residents

Residents marked “Auto-matched” have high confidence matches (typically email address matches). These do not require review – the wizard will automatically link them when you proceed.
You can still click
Review
 on auto-matched residents if you want to verify or change the match.

Continuing Without Resolving All

You must resolve all “Needs review” items before the
Continue
 button becomes active. Auto-matched items do not require action.