Getting Started with Procore User Management
When managing construction projects, having the right team members onboard is crucial for success. Procore's Project Directory tool streamlines this process, allowing you to add both new and existing users with just a few clicks. This ensures your project continues without interruption when new subcontractors or team members need to join.
Before diving into the process, it's important to understand that every person in Procore needs a unique profile in the directory. The system uses email addresses as identifiers, which means each user must have their own email address. This prevents confusion and ensures clear communication channels throughout your project.
The beauty of Procore's system lies in its flexibility. You can add users at both the company and project levels, with automatic synchronization between the two. When you add someone to a specific project, they'll also appear in your Company Directory if they weren't already there.
Essential Prerequisites for Adding Users
Before adding someone to your Procore project, certain requirements must be met to ensure a smooth process. Understanding these prerequisites will save you time and prevent potential headaches down the road.
First and foremost, you need the right permissions. Only users with 'Admin' level access to the Project Directory or those with specific granular permissions like 'Create and Add Users' can add new team members. This restriction helps maintain security and prevents unauthorized access to your project data.
When adding a new user, you'll need to define their permission level through a template. Procore offers two options: global permission templates that apply across all projects, and project-specific templates tailored to individual needs. Choose the one that best fits your organizational structure and the user's role.
Basic user information is also required for every new addition. This includes contact details, job title, project role, and relevant tags for search purposes. Having this information ready beforehand will streamline the process and ensure the user is properly categorized within your system.
Step-by-Step Process to Add New Users
Adding a new user to your Procore project involves several straightforward steps. Following this process ensures that all necessary information is captured and permissions are properly set.
Start by logging into your Procore account and selecting the project where you want to add the user. Navigate to the "Directory" tool from the project menu, where all project participants are listed. Within the Directory tool, click on the "Users" tab to view current users with project access.
To add someone new, look for the "Add User" or "Create New User" button, which might appear as a plus icon depending on your Procore version. This opens a form where you'll enter all the necessary user information. Take your time with this step to ensure accuracy, as some fields may be difficult to change later.
The user information form requires several key details that will help identify and categorize the new team member within your project. Complete each section thoroughly to create a comprehensive user profile that will facilitate collaboration and communication.
Completing the User Information Form
The user information form is divided into several sections, each capturing important details about the new team member. Filling this out accurately ensures the user can be properly integrated into your project.
Start with personal information, including the user's full name and email address. Remember that the email address must be unique across the Procore system and serves as their login credential. If the email is already registered in your Company Directory, you may not be able to edit it at the project level.
Next, enter contact information such as address, city, state, ZIP code, and phone numbers. If the user operates from a different location than your company's default address, be sure to update this accordingly. This information helps other team members know how to reach them outside the Procore platform.
Finally, specify the user's job title and project role, which helps clarify their responsibilities within the project. Add relevant tags or keywords to make searching for this user easier later. For example, if they specialize in electrical work, add "electrical" as a keyword to help filter results in larger directories.
Setting Up Effective User Permissions
After entering the user's basic information, you'll need to configure their permissions within the project. This critical step determines what they can access, view, and modify in Procore.
Permission templates offer a convenient way to apply standardized access levels. Choose between global templates that apply company-wide standards or project-specific templates tailored to the current project's needs. For users requiring unique access, select "Do Not Apply a Permission Template" and manually configure their permissions for each tool.
Once you've applied a template, be aware that further permission changes should be made through the company's Permissions tool rather than at the individual level. This maintains consistency across your team and prevents accidental permission changes that could affect workflow.
Distribution groups play an important role in managing communications. These groups determine which notifications the user receives about project activities. Consider the user's role carefully when adding them to distribution groups to ensure they receive relevant information without being overwhelmed by unnecessary notifications.
The following permission settings deserve special attention when configuring a new user:
- Access level - Determines overall visibility and editing capabilities
- Tool-specific permissions - Controls access to individual Procore tools like RFIs, submittals, and schedules
- Administrative rights - Grants or restricts the ability to add other users or modify project settings
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Configuring Communication Preferences
Effective communication is the backbone of successful project management. Procore offers various notification options to keep team members informed about project developments.
Email notifications serve as the primary communication channel for most users. When setting up a new user, you can select which types of notifications they should receive. These might include RFIs, submittals, punchlist items, weather delays, observations, incidents, and delay logs. Consider the user's role and responsibilities when configuring these settings to avoid notification fatigue.
For projects utilizing Procore's Schedule tool, additional notification options become available. These allow users to receive alerts about project tasks, resource assignments, and schedule changes. Enable these notifications for team members who need to stay updated on timeline adjustments.
If the user is designated as an invoice contact, ensure the "Via Email" option is selected for financial notifications. This ensures they receive important billing information and can respond promptly to payment-related matters.
Finalizing the User Setup Process
Once you've completed all the necessary fields and configured the appropriate settings, you'll need to save the user record and potentially send an invitation. The specific action depends on whether the user is new to Procore or already exists in your system.
For brand new users who have never logged into Procore, click "Save and Send Invitation." This triggers a welcome email with instructions for creating a password and accessing the project. If you're not ready to send an invitation immediately, simply click "Save" to store their information for later.
- The welcome email contains a unique link that expires after a certain period.
- New users should be advised to check their spam folders if they don't see the invitation.
- The system automatically sends follow-up reminders if the user doesn't respond to the initial invitation.
- You can manually re-send invitations at any time if needed.
For existing users who already have Procore accounts but need access to this specific project, click "Save & Send Notification." This alerts them about their addition to the project and any new permissions they've been granted.
Managing Invitations and User Access
After adding users to your project, you may need to manage their invitations or adjust their access. Procore provides several tools to help with this ongoing management.
The "Invite" or "Re-invite" feature is particularly useful when users haven't responded to their initial welcome email. To use this feature, navigate to the project directory, locate the user in question, and click the appropriate button. Procore will automatically send a fresh invitation with a new link for accessing the project.
For users who have been invited multiple times but still haven't logged in, Procore implements an automated follow-up system. Reminder emails are sent at 3, 7, and 14 days after the initial invitation. This persistent approach helps ensure that important team members don't fall through the cracks during the onboarding process.
Sometimes you may need to check a user's invitation status to troubleshoot access issues. The project directory displays different status indicators for pending invitations versus active users. This visual cue helps you quickly identify which team members might need additional follow-up or assistance with their accounts.
Handling Email Address Conflicts
Email address conflicts can occur when trying to add someone who already exists in your Procore system. Understanding how to navigate these situations will save you time and frustration.
If you encounter an error message stating that an email address is already in use, first check your Company Directory to locate the existing account. Review the user's current status and project assignments to determine the best course of action. In some cases, you may simply need to add the existing user to your current project rather than creating a new profile.
For situations where the existing account is no longer needed, you can mark it as inactive in the Company Directory. This frees up the email address for a new user record. However, use this option cautiously, as it will remove the user's access to all projects where they were previously active.
Remember that even if a user exists in another project, they still need a specific invitation to access your current project. Procore's security model ensures that users only see the projects they've been explicitly invited to join, protecting sensitive information across different client projects or internal initiatives.
Efficient User Management Strategies
Managing users effectively across multiple Procore projects requires strategic thinking and efficient processes. Implementing these strategies can save significant time and reduce administrative burden.
Permission templates represent one of the most powerful tools for efficient user management. By creating standardized templates for common roles like project managers, architects, or subcontractors, you can quickly apply consistent permissions across your organization. This approach not only saves time but also reduces the risk of permission errors that could compromise project security.
For companies managing numerous projects simultaneously, bulk actions provide invaluable time savings. As an administrator with Company Directory access, you can add users to multiple projects at once using the "Add to all projects" feature. This functionality eliminates the need to manually add the same person to dozens or even hundreds of individual projects.
Regular directory maintenance helps keep your Procore environment organized and efficient. Schedule periodic reviews of both Company and Project Directories to identify and remove inactive users. This housekeeping prevents directory clutter and makes it easier to locate active team members when needed.
The following practices can further streamline your user management process:
- Standardized naming conventions - Create consistent formats for user roles and job titles
- Regular permission audits - Review access levels periodically to ensure appropriate security
- Documented onboarding procedures - Create clear guidelines for adding different types of users
- Training for administrators - Ensure anyone managing users understands best practices
Special User Management Scenarios
Construction projects often involve unique situations that require special approaches to user management. Understanding how to handle these scenarios will help you maintain efficient operations regardless of the circumstances.
When adding temporary workers like subcontractors who only need limited access, consider creating "Site Guest" accounts. These accounts can be configured with restricted permissions that allow users to perform specific on-site tasks without accessing sensitive project data. This approach balances the need for collaboration with appropriate security measures.
For projects involving external consultants or clients, you may need to carefully consider which project areas they can access. Procore allows you to create highly customized permission sets that limit visibility to only the relevant tools and information. This granular control helps maintain professional boundaries while still enabling necessary collaboration.
Sometimes you'll need to transfer responsibilities from one team member to another due to staff changes or role adjustments. In these cases, rather than creating entirely new accounts, consider updating the existing user's information and permissions. This approach preserves the history of activities and communications associated with that role.
Managing Large-Scale User Additions
Large construction projects may require adding dozens or even hundreds of users simultaneously. Procore offers several approaches to make this process more manageable.
The Company Directory provides powerful bulk action capabilities for adding users to multiple projects at once. This feature is particularly valuable when onboarding new team members who need access to all active projects, such as executives or support staff. Simply view the user's profile at the company level and use the "Add to All Projects" button to streamline the process.
- Navigate to the Company Directory to access bulk user management tools.
- Select the users you wish to add to multiple projects.
- Choose the "Add to Projects" option from the action menu.
- Select the target projects from the list provided.
For even larger user imports, Procore supports CSV file uploads that can add multiple users simultaneously. This method requires preparing a spreadsheet with all user information formatted according to Procore's template. While this approach requires more initial setup, it can save enormous amounts of time when onboarding large teams at project kickoff.
After completing bulk additions, verify that users appear in each project's directory by performing quick searches or applying filters. This confirmation step ensures that no one was missed during the bulk process and that all team members have the access they need.
Streamline Your Procore User Management Today
Adding and managing users in Procore doesn't have to be complicated. By following the comprehensive steps outlined in this guide, you can efficiently onboard team members, set appropriate permissions, and ensure everyone has the access they need to contribute effectively to your construction projects.
Remember that effective user management is an ongoing process, not a one-time task. Regularly review your directories, update permissions as roles change, and maintain clear communication with your team about their Procore access. This proactive approach prevents issues before they arise and keeps your projects running smoothly.
The time you invest in properly setting up users pays dividends throughout the project lifecycle. Well-configured user accounts lead to better communication, fewer access issues, and ultimately more successful project outcomes. Take advantage of Procore's powerful user management tools to create a collaborative environment where your entire team can work together seamlessly.
Whether you're adding a single subcontractor or onboarding an entire project team, the principles remain the same: be thorough, be consistent, and leverage Procore's features to simplify the process. Your future self will thank you for the time saved and headaches avoided through proper user management.
