How to Delete a Project in Procore

Project Deletion vs. Inactivation Explained

When managing your construction projects in Procore, understanding the difference between deletion and inactivation is crucial for maintaining your project portfolio. Procore doesn't allow complete deletion of projects as you might expect from other software platforms. Instead, the system offers an inactivation option that preserves your valuable data while removing the project from your active workflow.

This approach stems from Procore's commitment to data integrity and historical record-keeping. Construction projects often require documentation for years after completion for warranty purposes, legal requirements, or future reference. By inactivating rather than deleting, all your project information remains securely stored and accessible whenever needed. This design choice reflects the reality of construction management, where historical data often proves invaluable long after project completion.

Inactivated projects no longer count toward your company's active project cap limit, which helps manage your subscription effectively. This feature is particularly beneficial for organizations with numerous completed projects that still need occasional reference access. You can easily distinguish between active and inactive projects in your dashboard, making portfolio management more streamlined.

The inactivation process also provides a safety net against accidental data loss. We've all experienced that moment of panic after deleting something important. With Procore's approach, even if a project is mistakenly marked inactive, all associated information remains intact and can be reactivated with minimal effort.

Why Inactivation Makes More Sense

Procore's inactivation approach offers several significant advantages over permanent deletion. These benefits align with best practices in construction project management and data governance.

Data retention represents one of the most compelling reasons for inactivation over deletion. Construction projects generate thousands of documents, communications, and records that may be needed for compliance, audits, or dispute resolution years later. Inactivating projects ensures this valuable information remains accessible while keeping your active project list clean and manageable.

Risk management considerations also favor inactivation. The construction industry faces unique documentation requirements for liability protection, warranty claims, and regulatory compliance. Having complete historical project records available can prove invaluable when addressing issues that arise after project completion. Inactivation preserves this critical information without cluttering your daily workflow.

Many organizations also appreciate the ability to reuse project structures. When you've created effective templates or project setups, inactivation allows you to preserve these structures for future use. Rather than building new projects from scratch, you can reactivate and modify existing ones, saving considerable setup time and ensuring consistency across similar projects.

The following aspects highlight why inactivation provides superior project management:

• Data Retention: Preserves valuable historical information for future reference
• Project Cap Management: Removes inactive projects from your active project count
• Risk Mitigation: Prevents accidental permanent data loss
• Template Preservation: Allows reuse of successful project structures

Step-by-Step Inactivation in Resource Planning

Resource Planning in Procore serves as a central hub for managing project status and visibility. When you need to "delete" a project, you'll actually be marking it inactive through this tool. The process is straightforward and ensures your project data remains preserved while removing it from active view.

Navigating to Resource Planning begins at the company level in Procore. From your main dashboard, locate and click on the Resource Planning tool to access your project portfolio. This area provides a comprehensive view of all projects, both active and inactive, giving you complete visibility into your organization's work. The interface is designed to make project management intuitive, even when handling numerous projects simultaneously.

Once in Resource Planning, you'll need to access your project list by clicking on "Projects" in the navigation menu. This displays all projects associated with your company account. From here, you can easily locate the specific project you wish to inactivate by using the search function or scrolling through the list.

To inactivate a project, follow these numbered steps:

1. Select the project you want to inactivate by clicking on its name in the project list.
2. Locate and click the "Edit" button in the project's Info section to modify its properties.
3. Find the "Status" field in the editing interface and change it from "Active" to "Inactive" using the dropdown menu.
4. Click "Save" to apply the change and officially mark the project as inactive in the system.

After completing these steps, the project will be removed from your active project lists throughout Procore. If data synchronization is enabled for your account, this status change will reflect across all Procore modules. The project remains in your system but no longer appears in active project views, creating a cleaner workspace while preserving all historical data.

What Happens After Inactivation

When you mark a project as inactive in Procore, several automatic changes occur that help streamline your workflow. Understanding these changes ensures you can manage your project portfolio effectively without losing important information.

Inactive projects immediately disappear from the Assignments board, creating a cleaner view focused only on active work. This visual clarity helps project managers and team members concentrate on current priorities without the distraction of completed or paused projects. The system prevents new resource assignments or requests from being created for inactive projects, eliminating confusion about resource allocation.

Any existing assignments and requests associated with the inactive project remain in the system until manually reassigned or cancelled. This preservation ensures that important tasks don't fall through the cracks during the transition. Project managers should review these items before inactivation to determine appropriate next steps for each assignment.

The notification system also responds intelligently to project inactivation. Procore automatically disables overdue notifications for tools like Requests for Information (RFIs), submittals, and tasks associated with inactive projects. This prevents unnecessary alerts from cluttering team members' inboxes while maintaining all historical records of these items for future reference.

Advanced Option: Deleting in Resource Planning

For Repository administrators who need more control over project visibility, Procore offers a deletion option within Resource Planning. This advanced function archives the project for record-keeping while marking it inactive in the main Procore system.

Deletion in Resource Planning differs slightly from simple inactivation, though both preserve your project data. When you delete a project through Resource Planning, the system automatically marks it inactive in Procore while also removing it from Resource Planning views. This dual action provides a more comprehensive "hiding" of the project while maintaining data integrity.

Administrators can delete multiple projects simultaneously, making portfolio cleanup more efficient. This batch processing capability proves especially valuable during organizational restructuring or when transitioning between fiscal periods. The system provides clear confirmation prompts to prevent accidental deletions, ensuring intentional portfolio management.

The deletion process in Resource Planning involves these steps:

1. Navigate to Resource Planning at the company level in your Procore dashboard.
2. Click on "Projects" to view your complete project list.
3. Select the checkbox next to each project you wish to delete.
4. Click the delete icon (typically a trash can symbol) in the interface.
5. Review the confirmation prompt carefully, then click "Delete" to proceed.

After deletion, projects enter an archival period before permanent removal from Resource Planning. During this period (often 30 days for Bid Board projects), you can still recover the project if needed. This safety mechanism prevents irreversible actions while still providing the clean interface administrators desire.

Managing Projects via Admin Tools

For users who prefer working directly with project administration tools rather than Resource Planning, Procore offers alternative methods to mark projects inactive. These approaches provide the same data preservation benefits while catering to different workflow preferences.

The project-level admin tool provides a straightforward toggle for project status. This interface focuses specifically on individual project settings, making it ideal for users who manage projects one at a time rather than in batches. The simplified controls reduce complexity while maintaining full functionality for project status management.

Accessing this tool requires appropriate administrative permissions within Procore. Once you've navigated to the specific project you wish to modify, the admin interface provides clear controls for adjusting project status. The active/inactive toggle appears prominently in the project settings, making status changes intuitive even for occasional users.

To inactivate a project using the admin tool:

1. Log into Procore and navigate to the project you want to inactivate.
2. Access the project-level admin tool through the project menu.
3. Locate the active/inactive toggle and switch it from "on" to "off".
4. Scroll to the bottom of the page and click "Update" to save your changes.

After updating, the project no longer counts toward your active project cap but remains accessible for historical reference. This method proves particularly useful for projects created by mistake or those completed but requiring occasional reference access. The project can be reactivated later by simply toggling the status back to active if circumstances change.

Bid Board and Portfolio Planning Deletion

The Bid Board and Portfolio Planning modules in Procore have their own specialized processes for managing project visibility. These tools focus on pre-construction planning and opportunity management, with slightly different approaches to project deletion.

Bid Board serves as Procore's centralized hub for managing potential projects and bidding opportunities. When you need to remove a project from this area, the system provides a temporary archiving process before permanent deletion. This two-stage approach prevents accidental data loss while still allowing complete removal when necessary.

Portfolio Planning similarly offers deletion capabilities with built-in safeguards. The module recognizes the strategic importance of planning data and provides confirmation steps to ensure intentional actions. This balance between flexibility and data protection helps organizations maintain clean portfolios without risking important information.

When deleting a project from these specialized tools, remember these important considerations:

• Archive Period: Deleted projects remain in an archive for a specified period (typically 30 days) before permanent removal
• Recovery Options: During the archive period, projects can be restored if needed
• Permanent Deletion: For immediate removal, you can access archived projects and select "Delete Permanently"
• Confirmation Requirements: Multiple confirmation prompts prevent accidental deletions

Mobile Considerations for iOS and Android

Procore's mobile applications for iOS and Android devices extend project management capabilities beyond the office. These apps include functionality for managing project visibility, though with some platform-specific considerations worth understanding.

The iOS app provides comprehensive project management tools optimized for Apple devices. When working with forms in iOS, you can delete individual items by tapping the form, accessing the Menu option, and selecting Delete. This moves the form to the Recycle Bin rather than permanently removing it, maintaining Procore's commitment to data preservation even in the mobile environment.

Android users enjoy similar capabilities with a slightly different interface. The deletion process follows Android design conventions while maintaining the same data protection principles. Forms deleted through the Android app also move to the Recycle Bin rather than disappearing completely, ensuring consistency across platforms.

Both mobile platforms offer storage management options that can help optimize performance without risking data loss. Clearing cached data frees device space without affecting your project information stored in Procore's cloud. This separation between local and cloud storage provides flexibility while maintaining data integrity.

Mobile users should note these platform-specific details:

• iOS Navigation: Access forms through the project menu, then use the three-dot menu for deletion options
• Android Interface: Utilize the vertical ellipsis (three dots) to access additional options including deletion
• Recycle Bin Access: Both platforms allow recovery of recently deleted items through the Recycle Bin
• Storage Management: Clear cached data through app settings to optimize performance without affecting cloud storage

Why Complete Deletion Isn't Available

Procore's approach to project management prioritizes data integrity and historical record-keeping over permanent deletion. This philosophy stems from the unique requirements of the construction industry and offers significant advantages for organizations managing complex projects.

Data integrity represents a cornerstone of effective construction management. Projects generate thousands of documents, communications, and decisions that may need reference years later for warranty claims, legal matters, or regulatory compliance. Procore's architecture preserves this critical information while still allowing users to remove inactive projects from daily workflows through inactivation.

The risk of accidental deletion also influences Procore's design choices. In busy project environments with multiple users, the potential for unintended data loss through permanent deletion presents a significant business risk. By implementing inactivation rather than deletion, Procore provides a safety net that prevents catastrophic data loss while still allowing portfolio cleanup.

Historical analytics and reporting capabilities benefit tremendously from complete project records. Organizations can analyze performance across multiple projects over time, identifying trends and opportunities for improvement. This longitudinal analysis requires intact historical data, which Procore's approach ensures even for inactive projects.

The construction industry faces unique regulatory and legal requirements for document retention. Many jurisdictions require specific project records to be maintained for years or even decades after completion. Procore's inactivation approach helps organizations meet these requirements without maintaining separate archive systems, streamlining compliance while reducing administrative burden.

Practical Project Management Tips

Managing your Procore project portfolio effectively requires more than just knowing how to inactivate projects. These practical tips will help you maintain an organized, efficient project environment while maximizing the platform's capabilities.

Regular project status reviews should become part of your administrative routine. Set a recurring calendar reminder to evaluate your active projects and identify candidates for inactivation. This proactive approach prevents project list bloat and ensures your team focuses on current priorities. Many organizations conduct these reviews quarterly, aligning with financial reporting periods for comprehensive business management.

Clear naming conventions dramatically improve project organization and searchability. Consider adopting a standardized format that includes key identifiers like project type, location, and status. For example, "[Client Name] - [Project Type] - [Location] - [Status]" provides immediate visual cues about each project's nature and current state.

User management deserves attention when inactivating projects. Remove team members who no longer need access to reduce notification clutter and streamline their Procore experience. Leave only essential administrative personnel with access to inactive projects for historical reference purposes. This targeted approach balances accessibility with clean user interfaces.

Data extraction before inactivation provides additional security for critical information. Procore offers several methods to export project data:

• Procore Extracts: Built-in tools for exporting specific data sets
• Document Downloads: Batch download capabilities for project files
• Report Generation: Comprehensive reporting tools for data summaries
• API Integration: Advanced options for automated data extraction

Communication Best Practices

Effective communication surrounding project inactivation ensures smooth transitions and prevents confusion among team members. Implementing these best practices helps maintain clarity throughout the process.

Advance notification to stakeholders should precede any project status changes. Send a clear message to all team members explaining the upcoming inactivation, its timing, and its implications for their work. This proactive communication prevents surprise and allows team members to complete any pending tasks before the change occurs.

Documentation of the inactivation decision creates an important record for future reference. Capture the rationale, timing, and approval for each project inactivation in a consistent location. This documentation proves valuable during audits or when questions arise about historical project decisions.

Post-inactivation confirmation messages help close the communication loop. After completing the inactivation process, send a brief update confirming the change and providing instructions for accessing historical data if needed. This final communication ensures everyone understands the project's new status and knows how to find information going forward.

When communicating about project inactivation, address these key points:

• Timing: When the inactivation will occur
• Rationale: Why the project is being inactivated
• Access: How to retrieve historical information if needed
• Next Steps: Any required actions before or after inactivation

Impact on Workflow and Reporting

Project inactivation affects various aspects of your Procore workflow and reporting capabilities. Understanding these impacts helps you manage expectations and maintain productivity throughout the transition.

Notification systems respond automatically to project inactivation by suppressing alerts for inactive projects. This intelligent behavior prevents notification fatigue and helps team members focus on active work. The system stops sending overdue notifications for tools like Action Plans, Requests for Information (RFIs), and submittals associated with inactive projects, creating a cleaner communication environment.

Reporting tools typically exclude inactive projects by default, streamlining data analysis for current work. This automatic filtering ensures that standard performance reports reflect only active projects, providing more relevant insights for ongoing operations. For historical analysis that includes inactive projects, most reporting tools offer inclusion options that can be enabled as needed.

Search functionality continues to include inactive projects, ensuring you can find historical information when needed. This comprehensive search capability balances the benefits of inactivation with the need for occasional reference access. Team members can locate specific documents or communications from inactive projects without navigating through active project lists.

Resource allocation systems prevent new assignments to inactive projects while preserving existing records. This approach ensures historical accuracy while preventing confusion about current responsibilities. Project managers should review and reassign any ongoing tasks before inactivation to maintain workflow continuity.

Future Developments in Project Management

Procore continuously evolves its platform based on user feedback and industry needs. Several potential developments may affect how projects are managed and archived in future versions.

Enhanced archiving capabilities appear on many users' wish lists for Procore. The distinction between inactivation and true archiving could become more defined, with specialized tools for long-term data preservation and compliance. These enhancements would maintain Procore's commitment to data integrity while providing more nuanced control over project visibility and access.

User feedback significantly influences Procore's development roadmap. The company actively monitors feature requests and improvement suggestions through its community forums and customer success channels. Users who desire specific enhancements to project management capabilities should participate in these feedback mechanisms to help shape future development priorities.

Industry regulations continue to evolve regarding data retention and documentation requirements. Procore's approach to project preservation rather than deletion positions organizations well for compliance with increasingly stringent record-keeping mandates. Future platform updates will likely incorporate additional compliance tools as regulatory landscapes change.

Technology advancements in areas like artificial intelligence and machine learning may transform how historical project data delivers value. Future versions of Procore might leverage these technologies to extract insights from inactive projects, identifying patterns and opportunities that inform current work. This potential for advanced analytics represents another benefit of Procore's data preservation approach.

Optimize Your Procore Project Management Today

Managing your Procore projects effectively requires understanding the platform's approach to project lifecycle management. Rather than permanent deletion, Procore's inactivation method preserves valuable historical data while keeping your active project list streamlined and focused.

The distinction between deletion and inactivation represents more than just terminology—it reflects a fundamental philosophy about data integrity and historical record-keeping. By maintaining complete project records even after inactivation, Procore ensures you never lose valuable information that might be needed for compliance, reference, or analysis. This approach aligns perfectly with the construction industry's documentation requirements while still providing clean, organized project management.

Whether you're using Resource Planning, project-level admin tools, or specialized modules like Bid Board, the principles remain consistent: inactivate projects when they're complete or no longer needed, maintain appropriate access controls, and leverage the preserved data for future insights. By following the steps and best practices outlined in this guide, you'll maintain an efficient Procore environment that supports both current operations and historical reference needs.

Ready to optimize your project portfolio? Take time this week to review your active projects and identify candidates for inactivation. Apply the step-by-step processes described here to streamline your project list while preserving all your valuable historical data. Your team will appreciate the focused interface, and you'll maintain complete records for whenever they're needed in the future.