How to Add People to Projcts on Procore

Navigating Procore's Directory Structure

Procore operates with a sophisticated two-tier system for managing user accounts that makes organization intuitive yet powerful. The Company Directory serves as your master list containing every individual with a Procore profile in your organization, storing vital contact information and details used across all projects. Meanwhile, the Project Directory focuses specifically on users assigned to a particular project, allowing for customized permissions, role assignments, and distribution group management.

When adding someone to your Project Directory, Procore automatically creates a corresponding record in the Company Directory if one doesn't already exist. This seamless integration means you only need to enter information once, but it also requires careful attention since some details become permanent once established. The system identifies unique users by their email addresses, ensuring each person maintains a consistent identity across the platform.

User roles and permissions form the backbone of Procore's security framework, determining exactly what each team member can view or modify within a project. Only users with appropriate access—typically those with Admin-level permissions—can configure distribution groups or adjust email notification settings. Custom project roles make searching for specific team members more efficient, allowing you to quickly locate your site superintendents, quality managers, or other specialized positions when needed.

Adding Individual Users Step-by-Step

The process of adding individual users to your Procore projects requires attention to detail but follows a logical sequence. Begin by logging into Procore and navigating to your desired project, then click on the "Directory" tool from the project menu to access the complete list of current project users. From this screen, locate and click the "Add User" button to initiate the user addition process.

Start by entering the user's essential personal information, including their first name, last name, and email address. Remember that Procore uses email addresses as unique identifiers, so each address can only be associated with one user account. Continue by filling in their contact information, ensuring all details match their company information if applicable, or updating fields with the correct information if differences exist.

The next step involves entering location details and assigning appropriate roles. Input the user's complete address information including street address, city, state, and ZIP code to ensure accurate location data. Select their job title from the provided drop-down list and assign a project role that reflects their responsibilities—custom roles can be created for specialized positions like "Quality Control Manager" or "Site Superintendent." Adding relevant tags or keywords makes future searches more efficient, especially for users with specialized expertise.

Users with Admin privileges have access to additional configuration options that standard users cannot see. These include marking the user's active status, designating them as an Insurance Manager if they handle insurance matters, and attaching reference files if needed. Once basic information is complete, update the user's project permissions by selecting an appropriate permission template from the drop-down menu—options include global templates, project-specific templates, or custom permissions tailored to that individual's responsibilities.

Configuring Communication Settings

Communication forms the backbone of successful project management, and Procore offers robust tools to keep everyone informed. Distribution groups streamline communication by ensuring the right people receive updates when changes occur in the project. When adding a user, you can assign them to existing distribution groups by simply checking the appropriate boxes in the Project Directory interface.

Default email notifications determine which project events trigger alerts to the user. These can be customized to include notifications for Requests for Information (RFIs), submittals, punch list items, weather delays, observations, and other critical project events. For projects with active schedules, you can also configure schedule-specific notifications for new tasks, schedule changes, and resource assignments, ensuring everyone stays updated on timeline adjustments.

After configuring all settings, you'll need to choose the appropriate save action based on the user's status. For new users who haven't previously logged into Procore, select "Save and Send Invitation" to trigger a welcome email with account setup instructions. For existing users, choose "Save & Send Notification" to alert them of any changes made to their profile or permissions. If you prefer to make changes without immediately notifying the user, simply select "Save" to update their record without sending any communications.

Bulk Adding Users for Efficiency

Adding dozens or hundreds of users individually can consume valuable time, especially when launching new projects. Procore's Bulk Add feature dramatically streamlines this process by allowing administrators to add multiple users or entire companies simultaneously. This powerful tool becomes particularly valuable during project phase transitions or when setting up large teams.

To use the Bulk Add feature, navigate to the Project Directory and click the "Bulk Add from Var. Directory" button. The system will display a selection interface where you can search for and add users already existing in your Company Directory. For even greater efficiency, you can type a company name to automatically include all users associated with that organization. If you need to remove specific individuals from your selection, simply click the red "X" next to their name in the selection table.

Before finalizing the bulk addition, review your selections carefully to ensure you've included all necessary team members. For each user in the selection table, assign an appropriate permission template—either a global template that applies across all projects or a project-specific template tailored to this particular project's needs. Optionally, you can also assign project roles to help identify each person's responsibilities, and check the "Notify?" box if you want Procore to send email notifications informing users of their addition to the project.

Sending Effective User Invitations

Adding users to the Project Directory is only the first step—they must also receive proper invitations to access the system. Procore's invitation process sends welcome emails that enable users to set their passwords and begin working on the project. This crucial step ensures everyone has the access they need to collaborate effectively.

To invite a new user, navigate to the Project Directory and locate their name in the Users section. If they haven't logged in before, you'll see an "Invite" button next to their name—clicking this automatically sends a welcome email with password setup instructions. For users who were previously invited but haven't completed their setup, a "Re-invite" button appears instead, allowing you to send another welcome email if the original was missed or lost.

Remember that project invitations are specific to each project, even if a user already has a Procore account. This means you must invite users individually to each project they need to access, which helps maintain tight security over project information. The invitation process ensures that only authorized personnel can view sensitive project data, protecting your organization's confidential information while facilitating collaboration among approved team members.

Managing Advanced Permissions

Proper permission management ensures project information remains secure while allowing team members appropriate access to the tools they need. Procore offers two types of permission templates: global templates that apply across all projects and project-specific templates that allow for customized access within a particular project. Choose templates carefully based on each user's responsibilities and security requirements.

When applying permission templates, remember that subsequent changes must be made by editing the template itself rather than individual user settings. This ensures consistency across the project and prevents accidental permission overrides that could create security vulnerabilities. For users with limited permissions like 'Read Only' or 'Standard' access, enable the granular 'Manage Permission Templates (Assignable Only)' setting to give them flexibility to add others when necessary.

Distribution groups enhance communication efficiency by allowing you to send important notifications to multiple users simultaneously. When adding users to a project, include them in relevant distribution groups based on their roles and responsibilities. This ensures they automatically receive updates about key events like schedule changes, new submissions, or important reports without requiring manual notification for each occurrence.

Email and schedule notifications keep team members informed about project developments. Configure these settings carefully to balance information flow—users should receive enough notifications to stay updated without being overwhelmed by excessive alerts. Default email notifications can include alerts for RFIs, submittals, weather delays, and punch list items, while schedule notifications can cover new tasks, changes to existing tasks, and resource assignments.

Troubleshooting Common Challenges

Even experienced Procore administrators occasionally encounter issues when adding users to projects. Understanding common problems and their solutions helps maintain smooth operations and minimizes disruptions to your workflow. These practical solutions address the most frequent challenges teams face.

The most common issue involves duplicate email addresses. Since Procore requires unique email addresses for each user, attempting to add someone with an email already registered in the Company Directory creates conflicts. When this occurs, you may need to mark the existing entry as inactive using the Company Directory's bulk actions feature, then add the user with their preferred email address. For users who need to change their email address, consult Procore's support documentation for specific guidance on updating directory information.

Project status can also affect user access in unexpected ways. Many administrators have discovered that even when a project is marked as "inactive," users may still retain access unless further restrictions are applied. To address this issue, limit the number of full company admins with access to inactive projects, or manually switch user permission templates to "None" for projects no longer in active development. Unfortunately, bulk removal isn't always possible, so these changes often require individual adjustments for each user.

While the Bulk Add feature offers tremendous time savings, it does have limitations—particularly regarding inactive projects. The feature only works with active projects, which can create challenges for organizations that frequently cycle projects between active and inactive states. To work around this limitation, plan user additions during active project phases whenever possible. For inactive projects requiring updates, make changes through the Company Directory and then synchronize with the Project Directory when the project returns to active status.

Implementing Best Practices

Effective user management in Procore requires strategic planning and consistent processes. Developing standardized approaches to adding and managing users saves time, reduces errors, and ensures security across your projects. These proven best practices will help you optimize your Procore user management workflow.

Begin by planning your project personnel needs in advance, identifying required roles and necessary permissions before project launch. This proactive approach prevents last-minute scrambling and ensures each team member has appropriate access from day one. For large projects, leverage the Bulk Add feature to efficiently onboard multiple users, particularly during transitions from preconstruction to construction phases when team composition often changes significantly.

Standardize your permission templates to maintain consistency across projects and reduce configuration errors. Develop a core set of templates for common roles like project managers, superintendents, and subcontractors, then apply these templates consistently. Regularly review both Company and Project Directories to identify and remove outdated or redundant user entries, marking users as inactive when they no longer work on current projects to maintain clean, accurate directories.

Take full advantage of Procore's notification system by configuring email and schedule alerts thoughtfully. Balance the need for information with the risk of notification fatigue—too many alerts can lead users to ignore important updates. Document your user management processes in a simple internal guide to help new project administrators quickly learn your organization's standards and procedures, ensuring consistency even as team members change.

Real-World Implementation Stories

Construction companies across various sectors have discovered innovative ways to leverage Procore's user management features to solve real-world challenges. Their experiences provide valuable insights for organizations looking to optimize their own processes and avoid common pitfalls. These practical examples demonstrate how different teams have adapted Procore to their specific needs.

A large commercial construction firm faced the challenge of transitioning projects from preconstruction to construction phases, which typically involved adding dozens of new team members to each project. By implementing the Bulk Add feature, they reduced user addition time by over 80%, allowing project managers to focus on critical path activities instead of administrative tasks. The company developed standardized permission templates for different project phases, further streamlining the transition process and ensuring consistent access controls.

Another organization managing over 300 simultaneous projects needed to add two new safety inspectors to every active project—a task that would have required days of manual data entry. The "add to all projects" feature in the Company Directory made this process nearly instantaneous, though they discovered this functionality only worked with active projects. This limitation prompted them to develop a quarterly review process for inactive projects, ensuring user access remained appropriate even for temporarily paused work.

A multi-disciplinary architecture and engineering firm encountered challenges when architect email addresses needed to be associated with multiple projects simultaneously. When duplicate email conflicts arose, they resolved the issue by marking existing accounts as inactive and then re-adding them with the correct email addresses. This experience led them to implement a standardized naming convention for email addresses, reducing confusion and streamlining future user additions across their diverse project portfolio.

Optimizing Your Directory Management

Maintaining clean, well-organized directories significantly improves overall project efficiency and team collaboration. Regular audits of both Company and Project Directories help identify outdated information, duplicate entries, and users who no longer require access. Schedule quarterly reviews to verify all information remains current and accurate.

When adding new users, follow consistent naming conventions for email addresses, job titles, and project roles. This standardization makes searching and filtering much more effective, especially in large organizations with hundreds of users. Consider developing a simple checklist for user addition that includes all required information and permission settings, ensuring nothing gets overlooked during the onboarding process.

For organizations managing multiple projects simultaneously, create a master template for common user types and permission sets. This approach allows for rapid deployment of new projects with standardized user configurations, reducing setup time and ensuring consistency across your portfolio. Remember that well-maintained directories not only improve administrative efficiency but also enhance security by ensuring only appropriate personnel have access to sensitive project information.

Enhance Your Procore User Management Today

Mastering the process of adding people to projects in Procore transforms what could be a tedious administrative task into a strategic advantage for your construction management workflow. By implementing the comprehensive approaches outlined in this guide, you'll create more efficient projects with properly configured teams that communicate effectively and maintain appropriate security boundaries.

Remember that successful user management begins with understanding the relationship between Company and Project Directories, followed by careful attention to permission settings and communication preferences. Whether adding users individually or in bulk, maintaining consistent processes ensures everyone has exactly the access they need—no more, no less. Regular directory maintenance prevents clutter and keeps your system running smoothly even as projects and personnel change over time.

Take action now by reviewing your current user management practices against the best practices we've discussed. Start with a thorough audit of your existing directories, identifying opportunities for standardization and cleanup. Develop clear templates for common user types in your organization, and document your processes for future reference. By investing time in optimizing your Procore user management today, you'll save countless hours tomorrow while improving project security, communication, and overall efficiency across your entire portfolio.