How to Add a New Project in Procore

Understanding Procore's Project Creation

Procore's Project Creation Assistant streamlines the process of setting up new construction projects in your company account. This powerful tool guides you through each critical step, ensuring you capture all necessary information while maintaining organizational standards.

The assistant walks you through entering basic project details, configuring tools, setting up cost codes, building your project directory, and uploading essential documents. This systematic approach helps maintain consistency across all your projects while saving valuable time during setup.

Many project managers find that using this assistant reduces setup errors and creates a solid foundation for project success. The guided workflow ensures nothing important gets overlooked, even when you're juggling multiple projects simultaneously.

By following the structured process outlined in this guide, you'll be able to confidently create new projects that align with your company's standards and best practices. The time invested in proper setup pays dividends throughout the project lifecycle.

Benefits of Using Project Creation Assistant

The Project Creation Assistant offers numerous advantages that make it an essential tool for construction professionals managing multiple projects. Understanding these benefits helps you leverage the full potential of this feature.

Using templates through the assistant ensures consistency across all your projects, creating a standardized approach that team members can easily navigate. This consistency reduces training time and minimizes confusion when staff members work across multiple projects.

The assistant dramatically improves efficiency by automating many setup tasks that would otherwise require manual configuration. What might take hours to set up manually can be accomplished in minutes with the right template and workflow.

Integration capabilities allow you to seamlessly connect your new project with existing systems and documentation. This connectivity ensures that information flows smoothly between different aspects of your project management ecosystem.

The customization options available through the assistant mean you can tailor each project to specific requirements while still maintaining organizational standards. This balance between standardization and flexibility is crucial for managing diverse project portfolios.

Required Permissions and Prerequisites

Before diving into project creation, you need to ensure you have the proper permissions and that all prerequisites are in place. This preparation prevents frustrating roadblocks during the setup process.

To create a new project, your Procore account must have either 'Admin' permissions on the Company-level Directory tool or 'Read Only' (or higher) access to the company's Portfolio tool with project creation privileges. Without these permissions, you won't be able to access the creation functionality.

Several prerequisites may need attention depending on your specific project requirements. If you plan to use project-level Bidding or Tendering tools, ensure you've completed the necessary steps for adding bid types or tender types beforehand.

For companies using Enterprise Resource Planning (ERP) integrations, follow the guidelines specific to your integrated system rather than standard instructions. These integrations often require special configuration to ensure proper data synchronization.

Be aware that Procore projects cannot be deleted once created, though you can change their status to Inactive when no longer needed. Additionally, if your company account has reached its maximum number of active projects, the "Create Project" button will be disabled until you deactivate existing projects.

Step-by-Step Project Creation Process

The process of creating a new project follows a logical sequence designed to capture all necessary information efficiently. Following these steps ensures your project is properly configured from the start.

Begin by navigating to your company's Portfolio tool and clicking the "Create Project" button to launch the Project Creation Assistant. This initiates the guided workflow that will take you through each configuration step.

If your company has reached its maximum number of active projects, you'll need to inactivate an existing project before creating a new one. This limitation helps maintain system performance and ensures companies stay within their contracted project limits.

The assistant will guide you through multiple configuration screens, each focusing on a different aspect of project setup. Take your time with each section to ensure accuracy, as some settings cannot be changed later without significant effort.

Entering Essential Project Information

The first step in project creation involves entering basic details that identify and categorize your project within the system. This foundational information shapes how the project appears throughout Procore.

When selecting a template, choose one that closely matches your current project to save significant setup time. Templates carry over settings, tool configurations, and even directory structures from previous projects, streamlining the process considerably.

Every project requires a unique name and code that help team members quickly identify it within your portfolio. The project code is particularly important as it often appears in document naming conventions and filtered views.

Financial and timeline information, including estimated value and project dates, provide crucial context for reporting and performance tracking. Enter these values as accurately as possible, though they can be adjusted later as projects evolve.

The following project details create the foundation for your new project:

• Project stage - Indicates where the project currently sits in its lifecycle
• Project type - Categorizes the project by construction category or purpose
• Square footage - Helps calculate metrics like cost per square foot
• Project description - Provides context about the project's purpose and scope

Configuring Project Location Details

Accurate location information ensures proper reporting, weather data integration, and helps team members find the physical project site. This section requires attention to detail for proper functionality.

Enter the complete physical address where construction will take place, including country, state/province, city, and postal code. Procore uses International Organization for Standardization (ISO) standards for country and state codes to maintain consistency across international projects.

The system automatically determines county information based on the address provided through third-party services. This geocoding helps with regional reporting and weather data integration.

For projects requiring weather data integration, you may need to provide specific latitude and longitude coordinates. These coordinates ensure accurate local weather information appears in relevant Procore tools.

Contact information associated with the project location, including phone numbers and fax (if applicable), helps team members reach site personnel quickly. This information is especially valuable for vendors and subcontractors visiting the site for the first time.

Setting Up Advanced Project Options

The Advanced tab contains important categorization and integration options that affect how your project functions within your broader Procore ecosystem. These settings impact reporting, filtering, and data synchronization.

Assigning the project to specific offices and departments ensures it appears in the correct organizational reports and dashboards. This proper categorization helps executives and managers track performance across organizational divisions.

Project flags and programs provide visual cues and groupings that make portfolio management more intuitive. The color-coded flags can indicate priority, project type, or other important classifications at a glance.

For companies using ERP integrations, maintaining the ERP synchronization checkbox is crucial unless you're certain the project won't require financial integration. Once disabled, enabling this integration later can be problematic.

The "Test Project" option should only be selected for training or demonstration purposes. Test projects don't count against your company's project cap but are clearly marked to prevent confusion with actual construction projects.

Customizing Your Project Toolbox

The Project Toolbox determines which Procore tools will be available to team members working on this project. Thoughtful tool selection ensures teams have access to necessary functionality without overwhelming them with unused features.

The tools you enable will appear in your project's toolbar, providing quick access to specific functionality. Consider your team's workflow and project requirements when selecting which tools to include.

You can easily add or remove individual tools by marking or clearing the associated checkboxes. This flexibility allows you to tailor the project environment to match specific project needs and team capabilities.

Tool ordering affects how users experience the project interface. Arrange tools in order of importance or frequency of use by simply dragging and dropping them into your preferred sequence.

Once you've selected and arranged your tools, click "Select Tools" to save your configuration. Look for a confirmation message indicating your settings were successfully saved before proceeding to the next step.

Managing Project Cost Codes

Cost codes form the backbone of financial tracking in Procore, allowing you to monitor expenses against different segments of your project. Proper setup of these codes is essential for accurate financial reporting.

Cost codes in Procore are part of the Work Breakdown Structure (WBS) and provide a standardized way to categorize and track expenses across project elements. This structure helps maintain consistency in financial reporting across projects.

When setting up cost codes, you can choose to copy all codes from a template or standard list, or select specific codes relevant to your project. This flexibility allows you to maintain a standardized approach while tailoring the financial structure to project-specific needs.

Be aware that once cost codes are imported and confirmed, they cannot be changed through the Project Creation Assistant. Review your selections carefully before confirming, as modifications later will require more complex procedures.

Building Your Project Directory

A comprehensive project directory ensures all team members can quickly find contact information for everyone involved in the project. Taking time to properly set up this directory pays dividends throughout the project lifecycle.

If your project is based on an existing template, you can import all companies and employees from the source project. This bulk addition saves significant time when team composition remains similar across projects.

For manual additions, simply begin typing the company or person's name to search for and select them from the Company Directory. Each addition requires selecting a permission template and project role to determine their access levels.

The directory should include all key stakeholders, from internal team members to external vendors, consultants, and client representatives. A complete directory facilitates communication and collaboration throughout the project.

Remember to regularly update the directory as project teams evolve. Adding new team members promptly ensures they have immediate access to necessary project information and tools.

Uploading Critical Project Documents

Proper document management forms the foundation of successful project execution. The Project Creation Assistant allows you to upload several types of essential documents during initial setup.

Project documentation typically includes these critical elements:

• Drawings - The visual blueprints guiding construction
• Specifications - Technical requirements for materials and installation
• Schedules - Timeline projections for project milestones and completion

When uploading drawings, provide a unique name for the drawing set and select both the drawing date and received date. This metadata helps team members identify the most current versions and track document history.

Specification documents contain crucial technical information about materials, installation requirements, and quality standards. Properly uploaded specifications ensure all team members have access to these important guidelines.

The project schedule (sometimes called a programme file) outlines the timeline for construction activities. While you can skip this upload during initial setup, adding it early helps establish timeline expectations for all stakeholders.

Best Practices for Project Setup

Implementing best practices during project setup creates a solid foundation for successful project execution. These recommendations come from experienced Procore users who have refined their processes over time.

Always verify that you have the correct permissions before beginning the project creation process. If you encounter access issues, check with your Procore Administrator to confirm your account privileges and request any necessary adjustments.

Using project templates saves considerable time by pre-loading consistent settings and configurations. Work with your organization to develop standardized templates for different project types to maximize efficiency.

Take time to thoroughly review and adjust permission templates for each contact you add to the directory. Proper permissions ensure team members have access to the information they need while maintaining appropriate security boundaries.

Consider creating a project setup checklist specific to your organization's needs. This checklist can help ensure consistency across projects and prevent important steps from being overlooked during the creation process.

Troubleshooting Common Issues

Even with careful preparation, you may encounter challenges during the project creation process. Understanding common issues and their solutions helps you overcome obstacles quickly.

If you're unable to create a project, first verify your user permissions and check whether you've reached the maximum number of active projects. Sometimes simply inactivating completed projects resolves this limitation.

File upload problems often stem from format or size limitations. Ensure your files meet Procore's specifications and try alternative upload methods like drag-and-drop if you encounter difficulties.

When directory entries don't import correctly, double-check that names were entered accurately and that permission templates have been properly selected. Small typographical errors can prevent successful matching with existing directory entries.

Network connectivity issues can interrupt the project creation process. If you experience timeouts or connection errors, try using a more stable internet connection or contact your IT department for assistance.

Leveraging Advanced Features

Once you're comfortable with basic project creation, explore Procore's advanced features to further enhance your project management capabilities. These tools can significantly improve efficiency and collaboration.

Custom project types and stages help categorize projects according to your organization's specific needs. Configure these options through the company's Admin tool to create a classification system that supports meaningful sorting and filtering.

Project templates can include much more than basic settings—they can incorporate drawer configurations, cost type assignments, email templates, and drawing discipline settings. Investing time in comprehensive templates pays dividends across multiple projects.

For organizations managing numerous projects, Procore's Application Programming Interface (API) offers endpoints for automated project creation. This programmatic approach allows for bulk creation during off-hours, reducing system load during peak usage.

Consider implementing standardized naming conventions for projects, documents, and other elements to improve searchability and organization. Consistent naming makes it easier for team members to locate information quickly, especially when working across multiple projects.

Optimizing User Onboarding

Proper onboarding ensures team members can effectively utilize the new project environment. A thoughtful approach to user introduction improves adoption rates and reduces support requests.

Create a simple onboarding document that introduces new users to the project structure and available tools. This guide should highlight where to find key information and how to perform common tasks within the project.

Consider holding a brief kickoff meeting to walk team members through the project setup and answer questions. This live introduction helps users understand how this specific project implementation relates to their roles.

Identify power users who can serve as internal resources for questions and troubleshooting. These individuals can provide peer support, reducing the burden on project managers and administrators.

Remember that different team members have varying levels of Procore experience. Provide additional support for those new to the platform while allowing experienced users to move forward independently.

Start Your Procore Project With Confidence Today

The time you invest in properly setting up your Procore project pays dividends throughout the entire project lifecycle. By following the comprehensive steps outlined in this guide, you'll create a solid foundation for project success.

Remember that consistency is key to effective project management. Standardized approaches to project creation help team members navigate multiple projects efficiently while ensuring important elements aren't overlooked. Take advantage of templates and established workflows to maintain this consistency across your project portfolio.

Don't hesitate to reach out to Procore support if you encounter challenges during the setup process. Their team can provide guidance specific to your organization's implementation and help resolve any technical issues. With proper setup and ongoing management, your Procore projects will serve as powerful hubs for collaboration, documentation, and successful project delivery.