How to Add Employee to Procore

The Importance of Proper Employee Setup

In today's fast-paced construction industry, maintaining organizational efficiency is crucial for project success. When employees are correctly added to Procore, you create a seamless workflow that connects various aspects of your project management system. This integration allows for real-time data accuracy and improved collaboration across teams, regardless of their physical location.

Proper employee setup directly impacts time tracking accuracy. The Timesheets and My Time tools automatically populate employee names in drop-down menus, making it significantly easier to log hours and generate accurate reports. This automation reduces human error and saves valuable administrative time that can be better spent on other project tasks.

Tool integration represents another critical benefit of correct employee setup. Many Procore features rely on employee status information to function properly. For example, the Crews tool uses employee data when adding time entries for specific team members. When employees are properly designated in the Directory, you can immediately assign them to relevant tasks and create more efficient workflows.

Streamlined reporting capabilities emerge when employee data is properly maintained. With correctly defined employees, you can filter reports by names, employee IDs, and custom attributes to gain valuable insights into labor productivity and overall project performance. These insights help project managers make data-driven decisions that improve outcomes and reduce costs.

Step-by-Step Employee Addition Process

Navigating Procore's interface to add employees requires attention to detail and understanding of the platform's structure. The process begins with accessing the right directory and making specific profile adjustments that ensure proper system recognition.

First, log into your Procore account with appropriate permissions. You'll need to decide whether to use the project-level or company-level Directory tool based on your management needs. For organizations handling multiple projects, the Company Directory often provides better centralized control and consistency across projects.

Once in the Directory, locate the individual you wish to designate as an employee. Click the "Edit" button next to their name to access their profile details. You may need to scroll through various fields including contact information and permissions until you find the checkbox labeled "Is Employee Of [Your Company]?".

The crucial step involves checking this employee designation box. This simple action triggers several important system functions: it makes the employee visible in drop-down lists for Crews and Timesheets tools, restricts certain Procore features to designated employees only, and enables automatic data population in reports and filters. After confirming the checkbox is marked, save your changes to complete the process.

Managing Employee Records Effectively

Employee records management extends beyond the basic addition process. Special considerations arise when dealing with various employee types and access requirements within your organization.

Many construction companies employ field workers who may not have company email addresses. For these situations, Procore offers flexibility. If employees need to log into Procore to view drawings or issue RFIs (Request for Information), an email address is required as part of their login credentials. However, for workers who only need to be tracked in field productivity tools, you can use the "Add a Worker" functionality without requiring an email address.

Permission management plays a vital role in maintaining system integrity. To add or edit employee records, you need at least 'Admin' or 'Standard' permissions with relevant granular permissions enabled. Understanding these permission requirements helps prevent workflow disruptions and ensures that only authorized personnel can make changes to employee data.

Data synchronization between Procore tools requires attention, particularly when using Resource Planning. When properly configured, employee data can automatically sync from the People List into the Company Directory. This synchronization eliminates duplicate data entry and ensures consistency across different Procore modules, saving administrative time and reducing errors.

Integrating with Procore's Core Tools

The true power of proper employee setup becomes evident when exploring how employee data integrates with Procore's other essential tools. These integrations create a cohesive system that enhances project management capabilities.

The Crews tool benefits tremendously from accurate employee records. After adding employees to the Directory, you can easily form crews for specific tasks or projects. Each crew should have at least one employee assigned as crew lead, along with other team members. This structure simplifies time logging since established crews automatically appear in the Timesheets tool, allowing for efficient daily hour tracking.

Timesheets and My Time tools function optimally with correct employee designations. When employees are properly marked in the Directory, their names automatically populate in time entry fields, streamlining the time tracking process. This automation allows employees to log hours worked, with entries syncing across relevant projects when configured correctly. The approval workflow for timesheets also becomes more efficient, as supervisors can easily review and approve entries through a structured process.

Resource Planning integration represents another significant advantage of proper employee setup. When managing resource allocation through Procore's Resource Planning tool, you can designate employees as 'Users,' 'Assignable,' or 'Both.' Those marked as 'Both' can log into the system while remaining available for resource assignments. With data syncs enabled, employee records in Resource Planning automatically reflect in the Company Directory, maintaining system-wide consistency.

Best Practices for Employee Management

Implementing consistent approaches to employee management in Procore helps avoid common pitfalls and ensures smooth operations. These practices focus on data integrity, unique identification, and regular maintenance.

Maintaining consistency across projects stands as a fundamental best practice. When managing multiple projects, ensure that employee data remains consistent in each project's Directory. Verify that the "Is Employee Of [Your Company]?" option is enabled for each employee across all relevant projects. This consistency allows Procore's tools to accurately track time and allocate resources without confusion or duplication.

Using unique identifiers helps prevent confusion when team members have similar names. Consider incorporating employee IDs, middle initials, or nicknames to distinguish between similarly named individuals. This practice proves particularly valuable when constructing reports and assigning timesheet entries, as it eliminates ambiguity and ensures accurate data tracking.

Regular information updates keep your Directory relevant and functional. Schedule periodic reviews to reflect changes such as promotions, departures, or new hires. These updates prevent outdated records from interfering with timesheet approvals or reporting filters. For employees who leave the company, consider renaming their records or marking them appropriately to avoid confusion with current data.

Team training represents an often overlooked but crucial best practice. Even after adding employees correctly, ensure each team member understands how Procore uses these records. Conduct training sessions explaining how employee status affects time logging, crew assignments, and reporting functions. When team members understand their role in the system, data quality improves and errors decrease significantly.

Troubleshooting Common Challenges

Even with careful setup, issues occasionally arise when managing employee records in Procore. Understanding common problems and their solutions helps maintain system functionality and user satisfaction.

When employees don't appear in drop-down lists despite being correctly marked, several verification steps can resolve the issue:

• Check that the employee is properly marked as an "Employee of [Your Company]" in their profile
• Verify that company settings allow employees to be tracked across projects
• Confirm that profile changes were properly saved, logging out and back in if necessary to refresh the system view

Duplicate entries create confusion and reporting inaccuracies. Address this problem by:

1. Implementing unique identifiers like employee IDs or middle initials to distinguish between similar records
2. Editing older duplicate records by adding a prefix like "Z-" to push them to the bottom of lists
3. Regularly auditing your Directory to identify and resolve duplications before they cause reporting issues
4. Establishing naming conventions that all administrators follow consistently

Email address challenges frequently arise with field workers. For employees without company email addresses, determine whether they need login capabilities. If they only need time tracking through Field Productivity tools, use the "Add a Worker" option without an email requirement. Alternatively, consider creating generic email accounts for workers who need system access but lack company email addresses.

Maximizing Directory Functionality

The Directory serves as the foundation for employee management in Procore. Maximizing its functionality improves overall system performance and user experience across the platform.

Custom fields enhance the Directory's value by allowing you to store additional employee information. Consider adding fields for certifications, skills, emergency contacts, or specialized training. These custom attributes make the Directory more useful for filtering reports and identifying qualified personnel for specific tasks. Remember that custom fields should be consistently applied across all employee records to maintain data integrity.

Bulk editing capabilities save significant time when managing large teams. If onboarding multiple employees simultaneously, explore Procore's bulk editing tools or data upload options. These features ensure consistent setup across the platform and reduce the administrative burden of individual record creation. Contact Procore support to learn about available bulk management options for your specific subscription level.

Documentation practices protect organizational knowledge and ensure consistency. Create detailed process documents for adding and managing employees in Procore, including screenshots, common troubleshooting tips, and company-specific procedures. This documentation becomes invaluable when training new administrators or during periods of staff transition, preserving institutional knowledge about your Procore implementation.

Leveraging Advanced Employee Features

Beyond basic setup, Procore offers advanced employee management features that enhance workforce oversight and project efficiency. These capabilities provide deeper insights and more granular control over employee data.

Certification tracking helps maintain compliance and qualification verification. Though Procore's current tools primarily allow document attachment rather than dedicated training assignments, proper employee setup simplifies certificate management. Create a systematic approach to tracking certifications by attaching relevant documents to employee profiles and establishing notification systems for expiration dates. This organization ensures that only properly qualified personnel are assigned to specialized tasks.

The following employee attributes can be tracked effectively in Procore:

• Professional certifications: Store documentation of industry-specific qualifications
• Safety training: Track completion dates and renewal requirements
• Equipment operation: Document authorization for specialized machinery
• Project-specific training: Record orientation and site-specific qualification status

Resource utilization analysis becomes more powerful with proper employee designation. When employees are correctly identified in the system, project managers can generate detailed reports on labor allocation, productivity rates, and scheduling efficiency. These insights help identify bottlenecks, optimize crew compositions, and improve future project planning based on historical performance data.

Cross-project visibility allows organizations to optimize workforce deployment. With properly designated employees, managers can view resource availability across multiple projects, identify scheduling conflicts, and make data-driven decisions about personnel allocation. This visibility helps prevent both overallocation and underutilization of valuable human resources.

Enhancing Employee Data Security

Protecting sensitive employee information requires attention to Procore's security features and implementation of appropriate access controls. Proper security measures protect both personal data and company information.

Permission structures form the foundation of employee data security in Procore. Implement a tiered approach to permissions, limiting access to sensitive employee information based on role and need-to-know principles. For example, crew leaders might need access to timesheet data but not compensation information, while HR administrators require comprehensive access. Regularly audit permission assignments to ensure they remain appropriate as roles change.

Data visibility controls allow fine-tuning of information access. Procore enables administrators to control which employee attributes are visible to different user groups. Consider restricting sensitive information like employee IDs, contact details, or custom fields to appropriate personnel only. These visibility settings help maintain privacy while still allowing necessary operational access to employee records.

Regular security reviews should become part of your Procore administration routine. Schedule periodic audits of user permissions, employee record access, and security settings. These reviews help identify potential vulnerabilities before they lead to data exposure. Document any changes made during security reviews to maintain an audit trail of access modifications.

Transform Your Project Management Today

Properly adding employees to Procore creates a foundation for efficient construction project management. The process may seem simple, but its impact reverberates throughout your entire workflow. By following the detailed steps outlined in this guide and implementing best practices, you'll unlock the full potential of Procore's integrated tools.

Remember that employee management in Procore is not a one-time task but an ongoing process. Regular maintenance of your Directory ensures data accuracy and system functionality. Schedule periodic reviews to update employee information, verify permissions, and clean up outdated records. This maintenance keeps your Procore implementation running smoothly and maximizes return on your software investment.

The benefits of proper employee setup extend far beyond basic organization. You'll experience improved time tracking accuracy, enhanced crew management capabilities, streamlined reporting, and better resource allocation. These improvements translate directly to project efficiency, cost control, and ultimately, better business outcomes. Take time today to review your current Directory setup and implement the recommendations from this guide—your future projects will thank you for the investment in proper system configuration.