How to Add Someone to Procore

Table of Contents

1. Understanding Procore’s User Directory
2. Why Adding Users is Important
3. Permissions and Pre-requisites
4. Step-by-Step: Adding a User at the Project Level
5. Step-by-Step: Adding a User at the Company Level
6. Advanced Settings and Configurations
7. Troubleshooting Common Issues
8. Additional Considerations
9. Wrapping Up

Understanding Procore’s User Directory

Procore organizes its users using two main directory tools:

• Company Level Directory: This tool holds user information for your entire company’s Procore account. Every user is uniquely identified by their login email address. Once a user is added here, they can access Procore projects based on the permissions you set.

• Project Level Directory: This directory is specific to each project. Adding a user here automatically adds them to the company directory (if they are not already present) and provides specific access to that project.

By distinguishing between a user’s role in the company versus a specific project, Procore ensures that you maintain organized access control while also simplifying the process of managing multiple projects.

Why Adding Users is Important

Before diving into the how-to, let’s highlight why it’s essential to correctly add someone to Procore:

• Streamlined Communication: The Procore platform relies on accurate user records to send automated notifications and updates. For instance, if someone is responsible for reviewing drawings, they can be automatically alerted when revisions are made.
• Security and Permissions: Correctly adding a user ensures that they have only the access they need. This is pivotal when managing roles within various departments.
• Efficient Project Management: When users are available within the directory, you can assign them roles in schedules, submittals, and other project tools quickly.
• Data Consistency: Procore’s data sync features ensure that the latest user data appears across both the company and project levels. This consistency is crucial for maintaining up-to-date project information.

Permissions and Pre-requisites

Before adding someone to Procore, ensure that you have the correct permissions. Depending on whether you’re working at the company or project level, the requirements can differ:

• For Adding a New User to the Project Directory:

  • You need either “Admin” level permissions on the Project Level Directory or, if you are using “Read Only” or “Standard” permissions, you must have the “Manage Permission Templates (Assignable Only)” granular permission enabled.

• For Adding a New User to the Company Directory:

  • Make sure that you have the appropriate level of permissions for editing and creating users in the Company Directory.

• Important Note Regarding Email Addresses:

  • Each user is uniquely identified by their login email address. Once an email is in use, it cannot be duplicated in the same directory. This ensures consistency and helps prevent issues when inviting or re-inviting users to join Procore.

Step-by-Step: Adding a User at the Project Level

In many cases, you might need to add a new user directly to a specific project. Follow these steps to successfully add someone to your project's directory:

1. Navigate to the Project Level Directory Tool

• Log into your Procore account.
• Select the project you wish to add a user to.
• In the project’s navigation menu, click on the “Directory” tool.

2. Click on “Users”

• Within the Directory, locate and click the “Users” tab. This tab displays all team members who are already part of the project.

3. Begin Adding a New User

• Click on the “Add User” button, which is usually an orange call-to-action button.
• The user creation form will appear, prompting you to fill in various fields.

4. Complete the User’s Information

Fill out the following details as required:

• First Name & Last Name: Input the user’s legal names.
• Email Address: Enter the login email address. Remember, this email must be unique across your company’s Procore account.
• Job Title & Project Role: Specify the user’s role on the project. If you have created custom project roles, these options should be available in the drop-down list.
• Contact Information: Provide additional details such as phone numbers, address, and any tags/keywords that can assist in searching for the user later. For example, entering “BVSS” if their specialty is Best Value Source Selection can help with future quick retrievals.
• Is Employee: This checkbox indicates whether the user is an employee. You can hide this field if it’s not applicable by configuring the fieldset.
• Company Information: If the user’s contact information is identical to the company’s, use the “Copy to Personal Information” function.

5. Set Additional User Options

Depending on your project needs and the user’s role, you may want to update the following settings:

• Attachments: You can attach files to provide additional documentation or onboarding material.
• Project Permissions Templates: This option allows you to assign specific tool permissions based on global or project-specific templates. Choose between:
  • Applying a global template.
  • Applying a project-specific template.
  • Creating custom permissions by selecting “Do Not Apply a Permission Template” and manually setting details.

6. Adding Distribution Groups

If your project uses distribution groups:

• Scroll to the section where distribution groups are listed.
• Mark the checkbox for the relevant groups the user should belong to.

7. Set Default Notification Preferences

Assign how the user should receive automated updates:

• Under “Default Email Notifications,” choose options for receiving notifications about RFIs, Submittals, Punchlist items, Weather Delay alerts (by email and by phone), Observations, Incidents, and Delay Log updates.
• These settings help ensure that the user stays informed on essential project updates without manual follow-up.

8. Save and Invite the User

Once you’ve entered all the necessary details:

• If the user is new and has not previously logged in, select “Save and Send Invitation” to trigger an automated “Welcome to Procore” email.
• If the user is already in the system (an existing account), choose “Save & Send Notification” to inform them of their updated project access.
• Alternatively, if you’re not ready to invite them immediately, click “Save” to store the information and send the invitation later.

By following these steps, you have effectively added someone to the project level directory, ensuring they now have access to the specific project’s tools and settings.

Step-by-Step: Adding a User at the Company Level

For broader access beyond a single project, you may need to add a user directly to the company directory. Here’s how:

1. Navigate to the Company Directory

• Log into your Procore account and access the Company Level Directory.
• Click on the “Directory” tool, then choose “Users.”

2. Initiate the User Creation Process

• Click on the “Add User” button.
• A form similar to the project level user creation appears. Since this is on the company level, the information you enter here applies to all projects associated with your company account.

3. Enter Basic and Contact Details

• User Details: Start with the basic information (name, email, phone, etc.).
• Job Title and Business Information: Specify the user’s role within the company.
• Use the “Copy to Personal Information” feature if the user’s details match the company’s contact info.

4. Configure Company Permissions

• Assign the user to a company permissions template. This template allows you to define their level of access across various company tools such as Portfolio, Resource Planning, Crews, and more.
• If the user should be designated as a Company Administrator, select ‘Admin’ permissions. This will grant full control over company-level operations and project directories.

5. Manage Distribution Groups and New Project Settings

• You can add the user to distribution groups to facilitate mass communication.
• Enable “Add to All New Projects” if the user should automatically have access when a new project is created. There may also be an option to allow them to create new projects, which is typically reserved for Admin level users.

6. Save the New Company User

• Use the “Save and Send Invitation” option if the user is new—this ensures they receive the onboarding email.
• If the user is an existing account, the “Save & Send Notification” option alerts them of any changes.
• When you click save, the user will be added to your company directory and, if applicable, synchronized with project directories via your configured permissions templates.

Adding a user at the company level makes them available across all projects and centralizes their permissions, ensuring a seamless integration into all aspects of your Procore account.

Advanced Settings and Configurations

Procore offers several advanced configuration options that further streamline and customize the experience of adding new users:

Custom Fieldsets

• Hiding Fields: If you do not want to display the “Is Employee” option when creating a user, you can modify the configurable fieldset for the directory tool. Hiding this field simplifies the form if it’s not relevant.

Notification Settings

• Email Notifications: Different Procore modules (such as RFIs, Submittals, Punchlist, Weather Delay, Observations, Incidents, and Delay Logs) allow you to specify how often and through what medium (email or phone) the user receives updates.
• Schedule Notifications: When the Schedule tool is active, you have additional options to notify users weekly about project tasks or immediately upon schedule changes. This ensures they remain in the loop on any schedule adjustments.

Permission Templates

• Global vs. Project-Specific Templates: When adding a user, you can choose a global permission template (applied across all projects) or a project-specific one tailored to a particular project’s needs. This gives you flexibility in managing roles according to the context of each project.
• Customizing Permissions: If none of the existing templates meet your needs, you can opt to create custom permissions for that specific user. This option allows granular control over which Procore tools the user can access and what functions they can perform.

Distribution Groups

• Distribution groups help you address communications efficiently. After adding a user, you can tick the checkboxes for any distribution groups they should be part of. For example, if you have a “Subcontractors” group, you can add new subcontractors automatically.
• Automated Updates: Some organizations even configure automated processes to update these groups based on contract uploads or changes in project roles.

Re-inviting Users

• If you need to remind or update an existing user, you can use the “Re-invite” option. This becomes especially useful if a user hasn’t yet responded to the initial invitation email.
• The system sends reminders after three, seven, and fourteen days if the user does not log in after receiving the initial invite.

Troubleshooting Common Issues

Even with clear instructions, you might occasionally run into issues when adding someone to Procore. Here are some common scenarios and their solutions:

Duplicate Email Addresses

• Issue: When trying to add a user, you might receive an error message stating that the email address is already registered.
• Solution:
  • Verify whether the user already exists in your company directory.
  • If the email is in use but needs to be updated (for example, if it’s associated with another project), mark the existing account as inactive in the company directory. Once inactive, you can add the user again with the new desired email address.

Missing “Add” Button or Inactive Save Options

• Issue: Sometimes the system does not highlight the “Add” button, or you may face restrictions in saving changes.
• Solution:
  • Ensure you have the appropriate permissions on the directory tool. If you are not an Admin level user (or do not have the “Create and Edit Users” permission), options may be limited.
  • Double-check all required fields in the form are filled out correctly. Missing information such as a required phone number or address field might cause the system to not process the user creation.

Email Invitation Issues

• Issue: A new user might claim they did not receive the “Welcome to Procore” email.
• Solution:
  • Verify that the email address provided is correct.
  • Use the “Re-invite” option to trigger another automated email.
  • Ask the user to check their spam folder or any email filters that might block messages from the @procoretech.com domain.

Permission Template Challenges

• Issue: After adding a user, some customized settings or access rights might not update as expected.
• Solution:
  • Review the permission template that was applied. If adjustments are needed, it may be necessary to edit the template in the company’s Permissions tool.
  • If using custom permissions, ensure that every permission level is given the correct access for the various Procore tools.

Additional Considerations

When adding someone to Procore, keep in mind some broader aspects that can affect the overall user experience:

Employee vs. General Workers

• Employees and Full Access: When adding individuals who are full-time employees, you want them to have broad access to Procore’s project management, Timecards, and other tools. Marking someone as an employee also influences several drop-down lists and filter options across the platform.
• General Labor or Helpers: If you need to add workers who only require access for Time and Production Tracking (for example, laborers or helpers), consider whether they need email addresses. In Procore’s Field Productivity Tools, you may add such individuals without a formal company email. However, if they need full login capabilities (to view drawings, create draft RFIs, etc.), an email address is necessary.

Syncing Data Between Directories

• Procore provides options for syncing data between the Company Directory and Project Directory. If you update a user at the project level, those details automatically reflect in the company-level profile if the user is linked.
• For organizations using data imports or third-party integrations (like using the Procore Imports app), ensure consistency in how the users’ information appears across both directories.

The Importance of Distribution Groups

• Distribution groups allow for mass communication and help streamline the process of notification when multiple users must receive the same update. Ideally, you should pre-configure these groups so that when new users are added, you only need to check a box to include them.
• For example, if your project relies heavily on the “Subcontractors” group, ensuring every new subcontractor is added to this group can save you hours of manual updates later.

Handling Inactive Users and Account Updates

• Over time, projects may see personnel changes such as promotions or departures. Maintaining an active and up-to-date directory is essential.
• If a user leaves the company or transitions to a different role, mark their current account as inactive and remove them from ongoing distribution groups. This measure prevents outdated data from cluttering your projects and ensures that only active team members have access.
• When re-adding a user who was previously inactivated, use the reset invitation process to update their access according to the current project requirements.
• 

Wrapping Up

Adding someone to Procore is more than just filling out a form—it’s about ensuring that your entire project ecosystem remains secure, consistent, and efficient. Whether you’re working at the project level or adding a new employee across your company, the steps above provide a comprehensive method to complete the process successfully.

Key Takeaways:

• Understand the difference between the Company Directory and the Project Directory; knowing where to add a user is crucial.
• Check that you have the necessary permissions—Admin level or granular management permission—to make the necessary changes.
• Complete all required fields, from contact details to permissions settings, and be mindful of unique email addresses.
• Configure additional settings like notification preferences, distribution groups, and permission templates to optimize the user’s experience.
• Troubleshoot common issues by verifying user information, re-inviting users, and adjusting permission templates when necessary.

By following these detailed steps, you can add someone to Procore quickly and effectively. This not only saves time but also ensures that every user is properly integrated into your project management system.

Using Procore’s robust tools, you can manage workflows, track employee performance, and maintain an organized directory across multiple projects. This guide should serve as your comprehensive resource for adding a new user—helping your team stay connected, informed, and ready to tackle any project task with confidence.

Following these procedures will save you hours of manual effort in the long run, especially if you’re managing a large number of projects or complex teams. And remember: if you ever encounter difficulties, the built-in re-invitation system and bulk action options (such as adding users to all active projects) are invaluable tools for maintaining smooth operations.

We hope this guide has clarified the process of adding someone to Procore and provided actionable insights into effectively managing your team’s access. Whether you’re onboarding a new project manager, supervisor, or field worker, these strategies ensure that your team not only has access but also the right tools and notifications to perform their roles efficiently.

By embracing Procore’s comprehensive directory system, you streamline project management and improve communication across all levels of your organization. Now, with a clear understanding of how to add someone to Procore, you’re in a better position to manage user data, enhance collaboration, and drive project success.

Happy managing, and welcome your new team member to Procore with confidence!

Remember, each Procore environment can be slightly customized based on company needs. Always refer to your organization’s internal protocols or Procore’s support articles if you need any assistance with advanced configurations or if new updates to the system change the process described here. Enjoy the benefits of an integrated, well-managed digital workspace that saves you time and optimizes your project communication!

Whether you’re just starting with Procore or expanding your team’s reach, mastering this process is a crucial step in taking full advantage of everything that Procore has to offer. With a properly maintained directory, your projects will benefit from a seamless flow of information and empowered, well-informed users.

By following this guide, you now have a step-by-step blueprint on how to add someone to Procore. In doing so, you ensure that all your team members enjoy the reliable productivity and communication benefits that the platform delivers, ultimately driving your projects toward success. Enjoy your efficient and streamlined project management experience!