Procore offers two primary directories for managing users within the platform. These directories serve as the foundation for user management and access control throughout your projects. The company directory acts as a central repository for all users across your organization, while the project directory focuses on project-specific assignments.
When you add someone to a project through the project directory, Procore automatically creates an entry for them in the company directory if they don't already exist there. This interconnected system ensures consistency across your organization while reducing duplicate work. Many administrators find this dual-directory approach intuitive once they understand how the two systems work together.
The company directory stores organization-wide information such as contact details, default permissions, and company roles. Meanwhile, the project directory contains project-specific information like project roles, distribution groups, and specialized permissions. Understanding this relationship is crucial for efficiently managing your team members across multiple projects.
Each directory offers customizable fields that allow you to store relevant information about your team members. These fields include standard contact information, job titles, company affiliations, and even custom fields specific to your organization's needs. The flexibility of these directories makes them powerful tools for organizing your workforce within Procore.
Adding users to Procore starts with understanding the fundamental concept that each user must have a unique email address. This email serves as their login credential and primary identifier within the system. No two users can share the same email address, ensuring clear accountability and communication.
The process of adding users can be approached from either the company level or the project level, depending on your needs and permission access. Company-level additions are ideal when onboarding new employees who will work across multiple projects. Project-level additions work well for project-specific consultants or contractors who may only need access to a single project.
User profiles in Procore contain various fields that help identify and organize team members. These include basic contact information, job titles, company affiliations, and even custom tags that can help categorize users by specialty or department. Properly completing these fields makes it easier to search for and identify users later, especially in large organizations with hundreds of team members.
When adding new users, consider their role within your organization and the specific projects they'll need access to. This preparation will streamline the process and ensure they receive the appropriate permissions from the start. Taking time to plan user additions can save considerable effort later, particularly when dealing with large teams or complex project structures.
Before adding anyone to Procore, you must ensure you have the appropriate permissions to do so. Permission requirements vary depending on whether you're working at the company level or project level. Understanding these requirements prevents frustration and streamlines the user addition process.
At the company level, you typically need Admin permissions or specific granular permissions that allow directory management. These permissions give you the authority to create new user accounts, modify existing ones, and manage company-wide settings. Without these permissions, you'll be unable to make changes to the company directory, regardless of your role within projects.
Project-level permissions follow a similar structure, requiring either Admin access or specific directory management permissions. Even with project Admin status, you might still need additional permissions enabled to manage users effectively. The granular permission system allows organizations to delegate user management responsibilities without granting full administrative access.
The permission to invite users is particularly important and sometimes overlooked. This specific permission allows you to send the initial "Welcome to Procore" emails that new users need to set up their accounts. Without invitation permissions, you can add users to the directory but cannot complete the onboarding process by sending them login instructions.
Adding users to Procore follows a logical workflow that ensures all necessary information is captured. The process begins by navigating to either the company or project directory, depending on your starting point. From there, you'll find an "Add User" button that initiates the user creation process.
When adding a new user, you'll first enter their basic contact information including first name, last name, email address, and job title. The email address is particularly important as it serves as the user's unique identifier within Procore. Make sure to verify email addresses for accuracy to prevent onboarding issues later.
Next, you'll need to input additional details such as company affiliation, phone numbers, and physical address information. Procore offers a convenient "Copy Company Information" option if the user shares the same workplace details as their company profile. This feature saves time and ensures consistency across user records.
The final step involves setting appropriate permissions through templates or custom configurations. Permission templates provide a quick way to assign standardized access levels based on common roles within your organization. For users with unique needs, you can customize permissions on a tool-by-tool basis, giving precise control over what each user can access and modify.
Permissions in Procore determine what actions users can perform and what information they can access. Setting appropriate permissions is crucial for maintaining security while ensuring team members can access the tools they need. Procore offers several approaches to permission management that balance security with efficiency.
Permission templates provide a standardized way to assign access rights based on common roles. These templates can be created at both the company and project levels, allowing for consistent permission assignment across similar positions. For example, you might have templates for project managers, superintendents, and subcontractors that reflect their typical responsibilities.
For users with unique needs, custom permissions offer granular control over access rights. This approach allows you to specify exactly which tools a user can access and what actions they can perform within each tool. Custom permissions are particularly useful for specialized roles or when implementing a principle of least privilege security approach.
When configuring permissions, consider both the user's immediate needs and potential future requirements. Overly restrictive permissions can hinder productivity, while excessive permissions may create security risks. Finding the right balance requires understanding both the user's role and your organization's security policies.
After adding users to the directory, the next step is sending invitations that allow them to access Procore. The invitation process is straightforward but critical for completing user onboarding. Without a proper invitation, users cannot set up their accounts or access the platform.
Invitations are sent via email from the @procoretech.com domain and contain instructions for setting up a password and accessing the platform. These emails sometimes end up in spam folders, so it's good practice to alert new users to watch for them. The invitation email serves as the user's gateway to Procore, making it an essential part of the onboarding process.
If a user doesn't respond to the initial invitation, Procore provides a re-invitation option. This feature sends a fresh invitation email to the user, which is helpful when the original invitation is missed or expires. Procore automatically sends follow-up reminders at three, seven, and fourteen days if the user hasn't responded, helping ensure successful onboarding.
The invitation status for each user is visible in the directory, making it easy to track who has and hasn't completed the account setup process. This visibility helps administrators follow up with users who may need additional assistance or reminders. Monitoring invitation status is particularly important when onboarding large groups or time-sensitive project teams.
Managing users individually works well for small teams, but becomes impractical as your organization grows. Procore offers several bulk management features that dramatically improve efficiency when working with larger teams. These features are especially valuable when setting up new projects or onboarding multiple users simultaneously.
The most powerful bulk management feature is the ability to add users to multiple projects at once. This capability is accessible through the company directory and allows administrators to assign a user to all active projects with just a few clicks. Consider the time savings when adding a new safety manager who needs access to dozens or hundreds of ongoing projects.
Bulk management options include:
When using bulk management features, take care to review the changes before confirming them. Bulk actions apply to all selected users or projects, making it easy to accidentally grant inappropriate access if you're not careful. A quick review before confirming can prevent permission issues that might require extensive cleanup later.
Notifications keep team members informed about project activities and updates. After adding users to Procore, configuring their notification settings ensures they receive relevant information without being overwhelmed by unnecessary alerts. Thoughtful notification configuration improves communication while respecting everyone's time.
Procore offers email notifications for various tools including Requests for Information (RFIs), submittals, punch lists, and observations. These notifications can be configured individually for each user based on their role and responsibilities. A project manager might need comprehensive notifications, while a specialty contractor might only need alerts relevant to their specific work.
The notification configuration process involves selecting which events trigger alerts for each user. You can access these settings through the user's profile in the project directory, where you'll find checkboxes for different notification types. Taking time to customize these settings for each user improves their experience with the platform and ensures they stay informed about relevant activities.
For projects using the Schedule tool, additional notification options are available specifically for timeline-related updates. These include weekly schedule summaries, resource task alerts, and notifications about schedule changes or change requests. Schedule notifications are particularly valuable for keeping the project on track and ensuring all team members are aware of timeline adjustments.
Resource planning in Procore requires additional user configuration beyond the basic directory setup. The Resource Planning tool uses a specialized "People List" that connects with the Company Directory to manage resource assignments and tracking. Understanding this integration helps ensure your team members are properly set up for resource management.
When adding people for resource planning, you'll need to specify whether they are Users, Assignable resources, or Both. Users can log into Procore but may not be assignable to tasks. Assignable resources can receive assignments but cannot log in. Those marked as Both can both log in and receive assignments. This distinction is important for properly categorizing your workforce within the resource planning system.
The resource planning setup includes additional fields such as employee ID and job title that help identify and categorize team members. These details facilitate resource allocation and tracking throughout your projects. Properly completing these fields improves the accuracy and usefulness of resource planning reports and dashboards.
If your Procore account has data synchronization enabled, users added through the Resource Planning tool will automatically appear in the Company Directory after a set interval. Without synchronization, you'll need to manually add these individuals to the Company Directory using matching email addresses. This connection ensures consistency between your resource planning data and your overall user management system.
Maintaining a clean and organized user directory improves efficiency and reduces confusion. Implementing consistent data entry practices helps ensure that user information remains accurate and useful. Standardized formats for names, job titles, and contact information make it easier to search and filter the directory when needed.
Consider these essential user management practices:
Permission management becomes more complex as your organization grows. Creating clear permission templates based on job functions rather than individuals helps maintain consistency and simplifies user onboarding. These templates should be reviewed periodically to ensure they remain aligned with your organizational needs and security requirements.
Regular maintenance of your user directory prevents it from becoming cluttered with outdated or duplicate accounts. Schedule quarterly reviews to identify inactive users, update contact information, and verify that permission assignments remain appropriate. This ongoing maintenance keeps your directory clean and ensures that users have the access they need without unnecessary security risks.
Training new administrators on proper user management techniques ensures consistency across your organization. Document your processes and best practices so that anyone with administrative responsibilities can follow them correctly. This documentation is particularly valuable during staff transitions or when delegating administrative tasks to new team members.
Beyond basic user management, Procore offers several advanced features that enhance workflow efficiency. These features address specific needs that arise in complex projects or large organizations. Understanding these capabilities helps you leverage the full power of Procore's user management system.
Distribution groups allow you to organize users into functional teams for targeted communications and permissions. These groups can be created at both the company and project levels, making it easy to manage communications with specific teams. For example, you might create distribution groups for the design team, field supervisors, or subcontractor managers to streamline information sharing.
Custom fields provide additional flexibility for storing user-specific information that isn't covered by Procore's standard fields. These might include certification numbers, emergency contacts, or specialized skills relevant to your industry. Custom fields can be searched and filtered, making them valuable for organizing and locating users with specific qualifications or characteristics.
The Procore Application Programming Interface (API) offers powerful options for organizations with technical resources. The API allows for automated user management, including bulk additions, updates, and permission assignments. Large enterprises with hundreds or thousands of users often leverage the API to integrate Procore with their human resources systems, ensuring that user accounts are automatically created or deactivated as employees join or leave the organization.
Embedded Experience apps extend Procore's functionality by integrating third-party applications directly into the interface. These integrations can enhance user management by connecting Procore with specialized tools for resource management, training tracking, or compliance monitoring. The seamless integration improves workflow efficiency by reducing the need to switch between multiple platforms.
Even with careful setup, user management occasionally encounters challenges that require troubleshooting. Understanding common issues and their solutions helps you quickly resolve problems when they arise. Most user management problems fall into a few categories that have straightforward solutions.
When users report they haven't received invitation emails, first check their invitation status in the directory. If the invitation shows as sent but wasn't received, ask the user to check their spam folder. The @procoretech.com domain is sometimes flagged by email filters. If the invitation still can't be found, use the re-invite function to send a fresh invitation.
Permission problems typically manifest as users reporting they can't access certain tools or perform specific actions. To resolve these issues, review the user's permission template and any custom permissions that have been applied. Compare their permissions with those of a user who can access the desired functionality to identify discrepancies. Often, the solution involves adjusting granular permissions or applying a different permission template.
Duplicate user accounts sometimes occur when users are added through different methods or by different administrators. These duplicates can cause confusion and communication problems. To resolve duplicates, identify the account with the most complete and accurate information, then update its permissions to ensure proper access. The redundant account can then be deactivated to prevent further confusion.
Login problems are another common issue, particularly for new users or those who haven't accessed Procore recently. If a user can't log in, verify that their account is active and that they're using the correct email address. For password issues, direct them to the password reset function on the login page. If problems persist, check whether their account might be locked due to multiple failed login attempts.
Managing users effectively in Procore creates a foundation for successful project collaboration. The techniques and best practices outlined in this guide will help you create an organized, efficient user management system that supports your team's productivity. By implementing these approaches, you'll reduce administrative overhead while ensuring everyone has appropriate access to the tools they need.
Start by reviewing your current user management practices against the recommendations in this guide. Identify areas where you can improve consistency, efficiency, or security in your approach. Small adjustments to your processes can yield significant benefits in terms of reduced administrative time and improved user satisfaction. Consider creating standardized templates and documentation for your organization's specific user management procedures.
Remember that effective user management is an ongoing process rather than a one-time setup. Regular maintenance and thoughtful onboarding procedures keep your directory clean and your permissions appropriate. By investing time in proper user management now, you'll create a more productive environment for your entire team while reducing security risks and administrative headaches in the future.
Whether you're managing a small team or a large enterprise, these principles apply equally. The scale may change, but the fundamental approaches to effective user management remain consistent. Take advantage of Procore's powerful directory tools and permission systems to create a user management approach that supports your organization's unique needs and workflows.