How to Change Customize Trades in Observations in Procore

Why Customizing Trades Matters

Customizing trades in Procore observations streamlines your workflow and ensures that every observation is correctly attributed to the right trade. Trade information doesn't exist in isolation—it interacts with numerous Procore tools including bidding, inspections, punch lists, and even the Daily Log. When you assign a trade to an observation, you're effectively telling your team which area of work needs attention, aligning communication between tradespeople on the ground and project managers overseeing multiple disciplines.

For complex projects with numerous subcontractors, the ability to assign multiple trade associations to a single company record becomes invaluable. This multi-faceted approach ensures that filtering, reporting, and tracking outcomes remain effective even as project complexity increases. The data you gather through properly categorized observations creates opportunities for workflow automation and process improvement.

Trade customization also enhances project visibility across stakeholders. When executives or clients request updates on specific aspects of construction, properly labeled trade information allows you to generate targeted reports instantly. This capability transforms raw data into actionable intelligence that supports strategic decision-making throughout the project lifecycle.

Benefits of Custom Trade Information

Proper trade customization delivers tangible advantages that extend beyond basic organization. When implemented thoughtfully, this practice transforms how teams communicate and collaborate across the project ecosystem.

Custom trade information significantly improves reporting capabilities. Project managers can filter records and generate detailed reports based on specific trade activities with just a few clicks. This granular view helps in monitoring trade-specific performance trends and identifying open items that might otherwise fall through the cracks.

Communication efficiency increases dramatically with proper trade assignments. When an observation is linked to the correct trade, notifications reach the right team members immediately. This direct routing minimizes confusion, reduces response time, and keeps projects moving forward without unnecessary delays.

Task assignment becomes more precise and accountable through trade customization. Issues can be assigned directly to relevant subcontractors or teams, creating clear responsibility pathways. This clarity makes it easier to track progress, update statuses, and close out items in a timely manner.

The following elements demonstrate how custom trades enhance project management:

• Improved data consistency - Standardized trade definitions ensure everyone speaks the same language
• Enhanced searchability - Find relevant observations quickly by filtering by trade
• Better resource allocation - Direct issues to the right teams without confusion
• Streamlined reporting - Generate trade-specific reports for stakeholders

How Trades Work in Procore

Before diving into customization techniques, understanding the fundamental structure of trades in Procore is essential. Trades are typically configured at the company level through the Company Level Admin tool, establishing a consistent framework that extends across your entire Procore ecosystem.

Once defined, these trade classifications become available throughout various modules in the platform. In the Bidding or Tendering module, vendors and companies can have trade associations that allow for filtered company records. The Daily Log and Manpower Log capture trade information alongside project entries, creating a comprehensive record of which trades were active on specific days.

Inspection templates can be classified using custom trade information, streamlining the inspection process for specific work types. When creating observations, assigning the relevant trade automatically categorizes the item for future reference and reporting. Even Photos and Punch Lists benefit from trade data, which can be appended to visual documentation or automatically linked to punch list items.

The interconnected nature of trade definitions means that changes have ripple effects across your project management practices. This integration creates powerful opportunities for data analysis but also requires thoughtful implementation to avoid disruptions. Taking time to plan your trade customization strategy pays dividends through enhanced workflow efficiency and improved project outcomes.

Permission Requirements for Trade Customization

Understanding who can modify trade information is crucial before attempting any customization. Procore's permission structure ensures that only authorized personnel can make system-wide changes that affect multiple projects and teams.

Admin Level Permissions are required to add, edit, or delete custom trade names. These permissions exist within the Company Level Admin tool and are typically restricted to system administrators or designated power users. The limitation prevents accidental modifications that could disrupt workflows across multiple projects.

Within the Observations module itself, permission requirements become more granular. Standard users can create and assign observations to existing trades, but certain customization tasks like changing trade classifications remain restricted to Admin users. This tiered approach balances accessibility with system integrity.

Before beginning any customization process, verify your permission level or collaborate with someone who has the necessary access rights. This preliminary step prevents frustration and ensures that your customization efforts proceed smoothly. Remember that permission structures may vary slightly based on your organization's specific Procore configuration and internal policies.

Step-by-Step Trade Customization Guide

Implementing trade customizations requires a systematic approach to ensure consistency across your Procore environment. The following guide walks through each step of the process, from initial navigation to verification of your changes.

Accessing the Admin Tool

Begin by logging into your Procore account with appropriate credentials. From the main dashboard, locate and click on the Company Level Admin tool, typically found in the sidebar of company-level settings. This centralized administration hub contains various configuration options for your Procore environment.

Navigate through the Company Level Admin interface to locate the "Company Settings" section in the sidebar. Within this area, find and select the "Trades" option to view your current trade configuration. The resulting page displays all existing trade names along with their status indicators showing whether each trade is currently active or inactive.

Take a moment to review the existing trade list before making changes. This preliminary assessment helps identify gaps, redundancies, or outdated information that might need attention. Understanding your starting point creates context for the modifications you're about to implement.

Creating and Modifying Trades

Adding new trades to your system expands your classification capabilities and ensures that all project work can be properly categorized. The process begins by locating the entry field for new trade names, typically positioned prominently on the Trades page.

Enter the desired trade name in the provided field, using clear, descriptive terminology that aligns with industry standards. Common examples include "Electrical," "Plumbing," or "Carpentry," but your specific needs might require more specialized designations. After entering the name, click the "Create" button to add the new trade to your system.

For existing trades that require updates, the modification process is equally straightforward. Locate the trade you wish to modify in the list and click the edit icon (usually represented by a pencil symbol). Make the necessary changes to the trade name or status, then save your modifications to apply them throughout the system.

The following steps ensure proper trade creation and modification:

1. Review existing trades to avoid duplication
2. Use clear, industry-standard terminology for new trades
3. Consider how the trade name will appear in reports and filters
4. Verify changes by checking the updated trade list

Implementing Trades in Observations

With your trade definitions established at the company level, the next phase involves applying them within the Observations module. Navigate to the Project Level within Procore and select the "Observations" tool from the available options.

Create a new observation by clicking the "+Create Observation" button, which opens the observation creation form. Within this form, locate the "Trade" field, which allows you to associate the observation with a specific trade category. Select the appropriate trade from the dropdown menu, which now includes all active trades defined at the company level.

Complete the remaining observation details as required, including title, priority, due date, and assignee information. The trade selection becomes an integral part of the observation record, facilitating future filtering and reporting. Save and distribute the observation according to your project communication protocols.

This integration between company-level trade definitions and project-level observations creates a cohesive system that enhances data consistency and reporting capabilities. The standardized approach ensures that all team members use the same terminology when categorizing work-related issues and observations.

Verifying Trade Implementation

After implementing trade customizations, verification ensures that your changes function as intended throughout the system. Begin by accessing the "Search and Filter" options within the Observations module to test the filtering capabilities.

Use the "Filter Records By" field to select your newly customized trade name from the available options. The system should display only observations associated with that specific trade, confirming that your customization is properly integrated. This filtering capability becomes increasingly valuable as your observation database grows throughout the project lifecycle.

Generate a report that includes observations to verify that trade information appears correctly in exported data. These reports often serve as communication tools for project managers and external stakeholders, making accuracy essential. Review the report formatting to ensure trade information is prominently displayed and correctly categorized.

Regular verification of trade customizations helps identify and address any inconsistencies before they impact project operations. This proactive approach maintains data integrity and ensures that your customization efforts deliver the expected benefits to your project team.

Trade Customization Best Practices

Implementing effective trade customizations requires more than technical knowledge—it demands strategic thinking and organizational awareness. These best practices help maximize the value of your customization efforts while minimizing potential disruptions.

Standardizing Naming Conventions

Consistency forms the foundation of effective trade customization. Establish clear naming conventions for all trades in your system, avoiding abbreviations or ambiguous terminology that might create confusion. Standard names help maintain clarity across projects and prevent misunderstandings during reporting or task assignment.

Consider industry standards when developing your naming conventions to ensure alignment with common practices. This approach facilitates communication with external stakeholders and new team members who may be familiar with conventional terminology. Document your naming standards to ensure consistent application across projects and teams.

The naming convention should balance specificity with usability. Overly detailed trade names become cumbersome in dropdown menus and reports, while excessively broad categories lack the precision needed for effective task assignment. Finding this balance requires understanding both industry norms and your organization's specific needs.

Team Communication Strategies

Changes to trade information affect numerous stakeholders across your projects. Whenever modifications occur, ensure all team members—from project managers to field personnel—receive appropriate notification and training. This communication prevents confusion and ensures consistent application of the new standards.

Consider creating quick-reference guides that explain the updated trade names and their application within observations and other modules. These resources support team members during the transition period and serve as reference materials for new hires. Visual aids like screenshots can enhance understanding of the practical application of trade classifications.

Regular team meetings provide opportunities to discuss trade customization changes and address any questions or concerns. These discussions help identify potential issues early and ensure that all team members understand the rationale behind the modifications. The collaborative approach increases buy-in and improves adoption of the new standards.

Effective communication strategies include:

• Email announcements - Formal notification of changes with implementation dates
• Training sessions - Hands-on guidance for applying new trade classifications
• Reference materials - Documentation of naming conventions and best practices
• Feedback channels - Methods for team members to report issues or suggest improvements

Leveraging Filtering Capabilities

Procore's robust filtering options transform raw data into actionable intelligence. Once trades are correctly assigned to observations, staff can quickly generate custom reports focused on specific trades or combinations of trades. This capability facilitates targeted follow-up and supports root cause analysis when issues arise.

Teach team members how to create and save custom filters that align with their specific responsibilities. Project managers might filter by multiple trades to get a comprehensive view, while trade supervisors might focus exclusively on their area of responsibility. These personalized views increase efficiency by presenting relevant information without unnecessary clutter.

Regular analysis of trade-filtered data reveals patterns and trends that might otherwise remain hidden. For example, if electrical observations consistently involve similar issues, this pattern might indicate a need for additional training or process improvements. These insights drive continuous improvement throughout the project lifecycle.

Advanced Trade Integration Strategies

Beyond basic customization, advanced strategies enhance the value of trade information across your Procore environment. These approaches leverage the interconnected nature of Procore's modules to create a seamless information ecosystem.

Cross-Module Trade Alignment

Trade information extends beyond observations to interact with multiple Procore modules. In the Bidding module, trade associations help match companies with appropriate bid packages. This alignment ensures that when you invite bids, you target the most relevant vendors and subcontractors.

Inspections and punch lists benefit from consistent trade classification. When an inspection identifies issues related to a specific trade, the observation automatically captures that trade information. This continuity creates clear connections between routine inspections and open punch list items, facilitating comprehensive follow-up.

The Daily Log gains additional context when trade information aligns across modules. Manpower entries associated with specific trades can be correlated with observations and inspections, creating a complete picture of project activities. This holistic view supports resource allocation decisions and progress tracking throughout the project lifecycle.

Automating Trade-Based Workflows

Modern construction management thrives on automation and real-time updates. By customizing and correctly mapping trades across Procore modules, you create opportunities for automated workflows that enhance efficiency and reduce manual effort.

Consider implementing notification rules based on trade assignments. When an observation is created for a specific trade, automatic notifications can alert the appropriate supervisor or subcontractor. This immediate communication accelerates response times and keeps projects moving forward without unnecessary delays.

Reporting automation becomes more powerful with consistent trade classification. Scheduled reports filtered by trade can be automatically generated and distributed to relevant stakeholders on a predetermined schedule. This approach ensures that decision-makers always have current information without requiring manual report creation.

The following automation opportunities leverage trade customization:

• Scheduled trade-specific reports - Regular updates for supervisors and managers
• Milestone notifications - Alerts when trade-related tasks reach critical stages
• Performance dashboards - Real-time visualization of trade-specific metrics
• Integration with scheduling - Alignment between observations and project timelines

Troubleshooting Common Trade Issues

Even with careful planning, challenges occasionally arise during trade customization. Understanding common issues and their solutions helps maintain system integrity and user confidence.

Missing Trade Options

When trades fail to appear in dropdown menus, the issue typically relates to activation status. Trades must be marked as active in the Company Level Admin tool to appear in module-level selections. This requirement prevents obsolete or incorrect trades from cluttering user interfaces.

To resolve this issue, return to the Company Level Admin tool and verify the activation status of the missing trade. Locate the trade in the list and ensure that the "Active" checkbox is selected. After updating the status, return to the Observations module and verify that the trade now appears in the dropdown menu.

If the trade remains unavailable after activation, consider browser caching issues. Refreshing the page or clearing browser cache often resolves display problems. For persistent issues, consult with your Procore administrator or support team to identify potential configuration problems.

Data Consistency Challenges

Inconsistent trade data across tools creates confusion and undermines reporting accuracy. This issue commonly occurs when trade updates aren't properly communicated or when users continue using outdated terminology out of habit.

Address consistency challenges through a combination of training and system verification. Ensure that all team members understand the importance of using standardized trade classifications and provide clear guidance on selecting appropriate trades for observations. Regular audits of trade usage help identify inconsistencies before they significantly impact project data.

For existing observations with incorrect trade assignments, consider a systematic review and update process. Filter observations by questionable trade classifications and reassign them to the correct categories. This data cleanup ensures accurate historical reporting and establishes a solid foundation for future observations.

Maximizing Trade Data Value

The strategic value of trade customization extends beyond basic organization to create opportunities for process improvement and performance optimization. These advanced applications transform trade data into a competitive advantage.

Performance Analysis and Benchmarking

Trade-specific data enables sophisticated performance analysis across projects and time periods. By examining observations by trade, project managers can identify which trades consistently meet expectations and which require additional support or oversight.

Compare resolution times for observations across different trades to establish performance benchmarks. These metrics help set realistic expectations for issue resolution and identify opportunities for process improvement. When certain trades consistently outperform others, their practices can be studied and potentially applied more broadly.

Historical trade data supports more accurate planning for future projects. Understanding the typical observation patterns for specific trades helps project managers anticipate potential issues and allocate resources appropriately. This proactive approach reduces surprises and supports smoother project execution.

Continuous Improvement Through Trade Data

Trade-specific observation patterns reveal opportunities for process enhancement and training. When certain issues repeatedly appear within a specific trade, targeted interventions can address root causes rather than symptoms.

Analyze trade-specific observations to identify training needs for specific teams or subcontractors. This targeted approach focuses resources where they'll have the greatest impact, improving overall project quality and efficiency. The data-driven strategy ensures that training addresses actual field challenges rather than theoretical concerns.

Regular review of trade-specific metrics creates a culture of continuous improvement. When teams understand that their performance is being measured and analyzed, they become more attentive to quality and efficiency. This awareness, combined with targeted improvement initiatives, drives ongoing enhancement of project outcomes.

Implementing Your Trade Customization Plan

Transforming your Procore environment with optimized trade customizations requires a structured approach that balances immediate needs with long-term objectives. A thoughtful implementation plan ensures smooth adoption and maximizes the benefits of your customization efforts.

Begin by assessing your current trade structure and identifying gaps or inconsistencies. This evaluation establishes a baseline and helps prioritize customization efforts. Focus initially on trades with the highest volume of observations or those most critical to current projects.

Develop a phased implementation approach that introduces changes gradually rather than all at once. This measured strategy allows team members to adapt to modifications without feeling overwhelmed. Each phase should include clear objectives, specific changes, and success metrics.

Document your customization decisions and rationale to maintain consistency over time. This documentation serves as a reference for future administrators and helps preserve institutional knowledge as team members change. Include naming conventions, activation decisions, and cross-module considerations in your documentation.

The implementation process should include:

1. Current state assessment and gap identification
2. Prioritization of trade customizations based on project needs
3. Development of naming conventions and standards
4. Phased implementation with team training
5. Regular evaluation and refinement of the customization strategy

Optimizing Project Success Through Trade Data

Effective trade customization in Procore transforms raw data into strategic insights that drive project success. When properly implemented, this approach enhances communication, improves accountability, and supports data-driven decision-making throughout the project lifecycle.

The benefits extend beyond individual observations to create a comprehensive view of project performance. Trade-specific metrics reveal patterns and trends that might otherwise remain hidden, enabling proactive management rather than reactive problem-solving. This strategic perspective helps project teams anticipate challenges and allocate resources effectively.

As construction projects grow increasingly complex, the value of structured data becomes even more significant. Trade customization provides the framework for organizing this complexity into manageable components that support both detailed analysis and high-level oversight. The resulting clarity enhances collaboration across disciplines and improves project outcomes.

Transform Your Procore Experience Today

Customizing trade information in Procore observations represents a significant opportunity to enhance project tracking, improve communication, and minimize rework. By following the structured approach outlined in this guide, you can ensure that your trade data remains current, accurate, and fully integrated across Procore modules.

Remember that successful customization extends beyond technical configuration to include team communication and process alignment. Standardize your naming conventions, provide clear guidelines for using the observations tool, and leverage Procore's filtering and reporting capabilities to generate meaningful insights. These practices create a foundation for smoother workflows, faster issue resolution, and more efficient project management.

The investment in thoughtful trade customization pays dividends throughout the project lifecycle. From initial bidding through final punch lists, properly structured trade information enhances visibility and accountability at every stage. Take time to develop a customization strategy that aligns with your organizational needs and project requirements, then implement it systematically with appropriate team training and support.

Your journey toward optimized trade customization begins with a single step—reviewing your current configuration and identifying opportunities for improvement. Start today by examining how trades are currently defined and used in your Procore environment, then develop a plan to enhance this foundation. The resulting improvements in efficiency, communication, and data quality will benefit your projects for years to come.