How to Add Locations in Procore

Why Location Management Matters

The ability to add locations in Procore transforms how you manage construction projects. When you can link change orders, RFIs (Request for Information), and punch lists to specific locations, communication becomes clearer and more precise. This feature doesn't just organize your project—it fundamentally changes how teams collaborate and solve problems.

Location tracking creates a visual map of your entire project, allowing anyone to quickly identify where work needs to happen. Instead of vague descriptions like "the north corridor," team members can reference exact locations like "Building A, Floor 3, Room 304." This precision eliminates confusion and speeds up resolution times.

The impact extends beyond just organization. When locations are properly managed, you can generate detailed reports showing which areas consistently face issues, helping you allocate resources more effectively. For example, if multiple RFIs come from the same location, you might need to review the design for that specific area.

Key Benefits of Using Procore Locations

Adding locations in Procore provides numerous advantages that directly impact project success. When implemented correctly, this feature becomes the backbone of organized project management.

Location tracking dramatically improves communication among team members, subcontractors, and stakeholders. Everyone speaks the same language when referring to specific areas, eliminating the confusion that often leads to costly mistakes. This clarity is especially valuable on large, complex projects where dozens of teams might be working simultaneously.

The reporting capabilities become significantly more powerful when locations are properly structured. You can filter issues by area, track progress in specific zones, and identify patterns that might otherwise remain hidden. These insights help project managers make data-driven decisions rather than relying on intuition alone.

Beyond communication and reporting, locations enhance accountability across the project. When tasks are assigned to specific locations, it's clear who's responsible for what area. This transparency encourages teams to take ownership of their designated spaces and address issues promptly.

Multi-Tiered Location Structure

Procore's location system offers remarkable flexibility through its multi-tiered structure. This hierarchical approach allows you to organize your project with as much detail as needed, from broad zones down to individual rooms.

The system supports unlimited tiers, giving you complete freedom to match your location structure to your project's unique requirements. A typical hierarchy might include buildings, floors, departments, and rooms, but you can customize this to fit any project type. For instance, a highway project might use segments, stations, and elements instead.

This multi-tiered approach provides powerful filtering capabilities. You can zoom out to see all issues across an entire building or zoom in to focus on a specific room. The ability to navigate through these different levels of detail makes it easier to manage both the big picture and the fine details of your project.

Getting Started With Permissions

Before diving into location creation, understanding the permission structure ensures the right people can access and modify location data. Proper permission management prevents accidental changes while enabling team collaboration.

Admin-level permissions on the project's Admin tool provide full control over locations. These permissions should typically be limited to project managers and other leadership roles who need to establish and maintain the location hierarchy. For team members who need to work with locations but shouldn't have full admin access, Procore offers the "Manage Locations" granular permission.

The granular permission approach allows you to grant specific location management capabilities without providing access to other administrative functions. This targeted permission strategy helps maintain data integrity while still enabling team members to contribute to location management as needed.

Setting up permissions correctly from the start prevents headaches later in the project. Take time to review your team structure and determine who needs what level of access. Remember that permissions can always be adjusted as the project evolves and team roles change.

Manual Location Creation Process

Creating locations manually gives you complete control over your project's organizational structure. This approach works well for smaller projects or when you're establishing a new location hierarchy from scratch.

To begin, navigate to your project's Admin tool and select Locations from the Project Settings menu. Click the "+ Add 1st Tier" button to create your top-level locations, such as buildings or major project areas. Enter clear, descriptive names that will make sense to everyone on the team. For multi-building projects, consider using consistent naming patterns like "Building A," "Building B," etc.

After establishing your first tier, add subsequent tiers by selecting the parent location and clicking "+ Add 2nd Tier." Continue this process to create as many levels as your project requires. For example, you might add floors as the second tier, departments as the third tier, and individual rooms as the fourth tier. This hierarchical structure creates a logical organization that mirrors the physical layout of your project.

Review your complete hierarchy before finalizing to ensure all entries are correctly placed and follow your naming conventions. Look for any duplicates or inconsistencies that might cause confusion later. Taking time to verify your structure now will save considerable effort throughout the project lifecycle.

Bulk Importing Location Data

For larger projects with hundreds or thousands of locations, manual creation becomes impractical. Procore's import functionality streamlines this process by allowing you to upload pre-defined location lists.

Start by preparing your data in an Excel (XLSX) or CSV file formatted according to Procore's requirements. Each location should include all necessary tiers, with parent-child relationships clearly defined. Verify that names are unique under each parent location to avoid import errors. If you're unsure about the required format, Procore provides templates you can download and customize.

Access the Procore Imports app, select your company and project, then navigate to the Locations section. Choose "Add New Locations" and either start with a blank template or upload your completed file. The system will process your data and highlight any issues that need correction, such as duplicate names or formatting problems.

Once your file passes validation, review the preview to ensure everything appears as expected. When satisfied, click "Process" to begin the import. Depending on the size of your file, this may take a few minutes. After processing completes, confirm the import by clicking "Finish" to make your locations live in the system.

Tips for Successful Imports

When importing locations in bulk, following these best practices will help ensure a smooth process:

• Consistent naming conventions: Establish clear patterns for how locations will be named before creating your import file.
• Unique identifiers: Make sure each location has a unique name within its parent tier to prevent conflicts.
• Hierarchical structure: Organize your spreadsheet to clearly show parent-child relationships between location tiers.
• Data validation: Double-check your file for errors, missing information, or formatting issues before uploading.

The bulk import feature supports up to six tiers of locations. If your project requires more complexity, you can add additional tiers manually after completing the initial import. This hybrid approach combines the efficiency of bulk importing with the flexibility of manual adjustments.

Generating Locations From Drawings

Procore's AI-enhanced location generation represents a significant advancement in construction technology. This innovative feature can automatically extract location information from your architectural drawings, saving hours of manual data entry.

The system uses Optical Character Recognition (OCR) and machine learning to identify room numbers, floor designations, and other location markers directly from your drawings. This automated approach not only saves time but also reduces the risk of human error when creating location hierarchies. The technology works best with clear, well-labeled drawings that follow standard architectural conventions.

To use this feature, navigate to the Drawings tool and select "Edit Location Hierarchy." Choose "Add Drawings" and select the architectural plans from which you want to extract locations. Submit these drawings for extraction and allow the system time to process them. The AI will analyze the drawings and generate a suggested location hierarchy based on what it finds.

Once processing completes, you'll see a preview of the extracted locations. Review this carefully to ensure accuracy, making adjustments as needed. You can merge duplicate entries, correct any misidentified locations, and refine the hierarchy structure. When satisfied with the results, publish the updated hierarchy to make it available throughout your Procore project.

Adding Locations On The Fly

Sometimes you'll need to add new locations while working in other parts of Procore. The platform's on-the-fly location creation feature allows you to do this without interrupting your workflow.

While creating or editing items like RFIs, observations, or punch list entries, you'll notice an orange "+ Add New Location" button next to the location field. Clicking this opens a dialog where you can create a new multi-tiered location immediately. Type the name for your first tier, and if it doesn't exist, Procore will prompt you to add it. Continue adding subsequent tiers as needed, and the system will guide you through the process.

This feature proves particularly valuable during site walks or inspections when you encounter areas that weren't included in the original location hierarchy. Instead of making notes to update locations later, team members can add them immediately while the details are fresh in their minds. The new location becomes available to everyone on the project as soon as it's created.

Remember that this capability might be restricted depending on your project's settings. If you don't see the option to add locations on the fly, check with your project administrator about your permissions or whether this feature has been disabled for the project.

Location Management Best Practices

Implementing effective location management strategies ensures your project stays organized from start to finish. These practices help maintain consistency and clarity throughout the project lifecycle.

Plan your hierarchy structure before beginning implementation. Consider how your team will use locations and what level of detail they'll need. A well-designed hierarchy balances comprehensiveness with usability—too many tiers can become unwieldy, while too few might not provide enough specificity. Most projects benefit from 3-5 tiers of locations, though this varies based on project complexity.

Establish clear naming conventions from the start and document them for your team. Decide whether you'll use "Floor 1" or "Level 1," whether room numbers will include building identifiers, and how special areas will be labeled. Consistent naming makes locations more intuitive and reduces confusion when team members reference specific areas.

Regularly review and update your location structure as the project evolves. Construction projects often change over time, with areas being added, removed, or modified. Schedule periodic reviews of your location hierarchy to ensure it still accurately reflects the physical project. This maintenance keeps your data relevant and useful throughout the project lifecycle.

Critical Elements for Success

For optimal location management, focus on these key elements:

• Team training: Ensure everyone understands how to use and reference locations properly.
• Regular audits: Periodically review your location structure for accuracy and completeness.
• Consistent application: Encourage all team members to assign appropriate locations to every relevant item.
• Documentation: Maintain clear guidelines about your location naming and structure conventions.

When everyone follows these practices, locations become a powerful organizational tool rather than just another data point. The consistency creates a shared language that improves communication across all aspects of the project.

Troubleshooting Common Issues

Even with careful planning, you may encounter challenges when managing locations in Procore. Understanding common issues and their solutions helps maintain smooth operations.

Duplicate location names represent one of the most frequent problems. Procore requires unique names within each parent location, so duplicates will trigger error messages during creation or import. If you encounter this issue, review your location list carefully to identify and rename the duplicates. Sometimes duplicates occur because of slight variations in spacing or capitalization that might not be immediately obvious.

Permission-related problems can also arise when team members attempt to create or modify locations without proper access rights. If someone reports being unable to add or edit locations, verify their permission settings in the Admin tool. They'll need either Admin-level permissions or the specific "Manage Locations" granular permission to work with location data.

When generating locations from drawings, you might face extraction errors if the drawings aren't clearly labeled or use unconventional notation. In these cases, try selecting different drawings or consider manually adding the locations instead. Sometimes a hybrid approach works best—let the system extract what it can, then manually add or correct the remaining locations.

Integrating Locations With Workflows

The true power of Procore's location feature emerges when integrated into daily workflows. This integration transforms locations from a simple organizational tool into a catalyst for project efficiency.

When creating new items in Procore—whether RFIs, observations, or punch list entries—make assigning accurate locations a standard practice. This consistency enables powerful filtering and reporting later in the project. Train your team to select the most specific location tier applicable rather than defaulting to broader categories. For instance, assign an issue to "Room 305" rather than just "3rd Floor" whenever possible.

Use location-based filters during team meetings to focus discussions on specific project areas. This approach helps keep conversations relevant and actionable. For example, when reviewing punch list items with the electrical subcontractor, filter the list to show only items in areas where they're working. This targeted view makes meetings more productive and ensures nothing gets overlooked.

Leverage location data in your reporting to identify patterns and trends. Areas with high concentrations of issues might indicate underlying problems that need attention. Similarly, tracking the resolution time for issues by location can reveal which areas of your project are progressing smoothly and which need intervention. These insights help you allocate resources more effectively and address problems before they escalate.

Practical Application Examples

Locations can transform various aspects of project management:

• Quality control: Track defects by location to identify problem areas requiring additional supervision.
• Schedule management: Monitor progress across different zones to ensure balanced advancement throughout the project.
• Resource allocation: Direct labor and materials to specific locations based on current needs and priorities.
• Safety monitoring: Identify areas with higher incident rates to implement targeted safety measures.

By integrating locations into these workflows, you create a more coordinated and efficient project environment. Team members develop a shared understanding of the project's physical layout, improving collaboration and reducing misunderstandings.

Leveraging Location Data for Insights

Beyond basic organization, location data offers valuable insights that can influence project decisions. This analytical approach transforms raw location information into actionable intelligence.

Analyze the distribution of RFIs across locations to identify areas where design clarity might be lacking. If certain zones consistently generate more questions than others, the plans for those areas might need revision or additional detail. This pattern recognition helps address root causes rather than just responding to individual requests.

Track quality issues by location to spot trends that might indicate systemic problems. For example, if multiple punch list items relate to flooring in a specific building wing, there might be underlying issues with the subcontractor, materials, or installation methods in that area. Identifying these patterns allows you to implement targeted solutions rather than project-wide changes.

Use location-based completion tracking to visualize progress across different project areas. This approach helps identify zones that are falling behind schedule or moving ahead of projections. The visual representation makes it easier to communicate progress to stakeholders and adjust resources as needed to maintain balanced advancement throughout the project.

Maximize Your Location Strategy

When implemented thoughtfully, a comprehensive location strategy becomes a cornerstone of project success. The benefits extend far beyond simple organization, touching every aspect of project execution.

Financial efficiency improves when resources are allocated based on location-specific needs. Instead of applying one-size-fits-all solutions across the entire project, you can target interventions precisely where they're needed. This targeted approach reduces waste and maximizes the impact of your budget and resources.

Safety management becomes more proactive when hazards are linked to specific locations. Team members can receive targeted safety briefings relevant to their work areas, and safety inspections can focus on zones with higher risk profiles. This location-based approach to safety helps prevent incidents before they occur.

Quality control reaches new levels of effectiveness when defects and observations are tracked by location. Patterns become visible, allowing you to address root causes rather than just individual issues. For example, if multiple defects appear in areas handled by a particular subcontractor, you can provide additional training or supervision specifically where it's needed.

Transform Your Project Management Today

The strategic implementation of Procore's location features can revolutionize how you manage construction projects. By following the methods and best practices outlined in this guide, you'll create a more organized, efficient, and successful project environment.

Start by evaluating your current location management approach. Are you taking full advantage of Procore's multi-tiered structure? Have you established clear naming conventions that everyone follows? Are locations integrated into your daily workflows? Identifying gaps in your current process helps prioritize improvements for maximum impact.

Remember that effective location management is an ongoing process, not a one-time setup. Schedule regular reviews of your location hierarchy, train new team members on your conventions, and continuously refine your approach based on project needs. This commitment to location management excellence will pay dividends throughout the project lifecycle.

Whether you're managing a single building or a complex multi-structure development, Procore's location tools provide the flexibility and power to keep everything organized. Take the time to implement these features properly, and you'll transform how your team collaborates, communicates, and delivers successful projects.

Ready to take your Procore experience to the next level? Start implementing these location management strategies today and watch your project organization transform before your eyes. Your team will thank you for the clarity, efficiency, and insights that come from a well-structured location hierarchy.