How to Invite Someone to Procore

Understanding Procore Directory Tools

Procore offers two essential directory tools that form the backbone of user management within the platform. Each serves a distinct purpose in organizing access across your construction projects.

The Company Level Directory functions as your central user management hub. When you add users here, their profiles become available throughout your entire Procore ecosystem. This centralized approach means you only need to create a user profile once, and that profile can then be utilized across multiple projects as needed. Think of it as creating a master record that establishes the user's identity within your company's Procore environment.

Meanwhile, the Project Level Directory operates with more specificity. Even if users exist in your Company Directory, they must be individually invited to each project where they need access. This project-specific approach ensures precise control over who can view and interact with sensitive project information. The separation between company and project directories creates a layered security approach that protects your data while maintaining flexibility in user management.

Both directories come with their own permission structures and invitation workflows. As an administrator, you'll often work across both areas to ensure users have appropriate access to the tools and information they need. Understanding this dual-directory system is fundamental to mastering the invitation process in Procore.

Essential User Permissions Requirements

Before sending out invitations, you need to ensure you have the proper authority within the system. Your ability to invite others depends entirely on your own permission level.

For Company Directory invitations, you'll need either Admin permissions or a combination of Read Only/Standard permissions with the "Create and Edit Users" granular permission enabled. This higher threshold for company-level invitations reflects the broader access being granted. When inviting at the Project level, you need either Admin permissions or Standard/Read Only permissions with the "Create and Add Users" permission activated. These permission requirements serve as guardrails that prevent unauthorized user additions.

Several prerequisites must be in place before an invitation can be sent successfully. The most fundamental requirement is an existing user account in the appropriate directory. If the person doesn't already exist in your system, you'll need to create their profile first. Each user requires a unique email address that serves as their login credential. For team members without company emails, personal addresses like Gmail can be used as alternatives.

Once an invitation is triggered, Procore automatically sends a "Welcome to Procore" email from the @procoretech.com domain. It's worth noting that these automated messages sometimes land in spam folders, so advising new users to check their filters can prevent unnecessary delays in account activation. Taking a moment to verify these prerequisites will streamline the entire invitation process.

Company Level Invitation Process

Adding users at the company level establishes their core profile within your Procore environment. This process requires attention to detail to ensure proper account setup.

Begin by navigating to the Company Directory tool, typically found under the admin or settings menu after logging into your Procore account. Once there, select the "Users" tab to view your current company roster. If the person you're inviting already exists in the directory, you can proceed directly to sending the invitation. For new users, click "Add User" and complete all required fields including name, email, job title, and any other pertinent information. Accuracy matters here – especially with email addresses – as these details form the foundation of their Procore identity.

With the user profile created or located, find the "Invitation" column and look for the appropriate action button. For first-time invitees, you'll see an "Invite" button, while for those who haven't yet accepted a previous invitation, a "Re-invite" option appears instead. Clicking this button triggers Procore's automated email system, and a confirmation banner will appear at the top of your screen. It's good practice to follow up with the invitee directly, letting them know to expect the Procore email and that they'll need to set up a password to complete the process.

You can monitor invitation status by checking the "last logged in" information in the directory. This timestamp serves as confirmation that the user has successfully activated their account. By following these steps methodically, you'll ensure smooth onboarding for new team members joining your company's Procore environment.

Project Level User Invitations

Project-specific invitations follow a similar workflow to company invitations but with an important distinction: they grant access to individual project resources rather than company-wide tools. This granular approach ensures precise control over project information.

Start by opening the specific project where you need to add the user and navigate to that project's Directory tool. Click on the "Users" tab to display the current project team members. Verify that the person you want to invite already exists in the project directory – if not, you'll need to add them first using the "Add a User Account" process. Once their profile is available in the project directory, locate the invitation button next to their name and click either "Invite" for first-time invitees or "Re-invite" for those who haven't yet activated their accounts.

The system will display a confirmation message indicating that the welcome email has been dispatched. An important nuance to understand is that even if a user has already logged into one project, they must receive separate invitations for each additional project they need to access. While their basic profile information is automatically copied from the Company Directory, these project-specific invitations are required to grant the appropriate level of access to each workspace.

This methodical approach to project invitations ensures that sensitive information remains compartmentalized and accessible only to authorized team members. By following these steps for each project invitation, you maintain security while providing team members with the specific access they need to perform their roles effectively.

Automated Follow-Up System

Procore's built-in follow-up system ensures that invitations don't fall through the cracks, even when recipients are slow to respond. This automation reduces administrative burden while maintaining momentum in the onboarding process.

When an invitation goes unanswered, Procore automatically sends reminder emails at strategic intervals: three days, seven days, and fourteen days after the initial invitation. This graduated approach provides gentle prompts without overwhelming the recipient. After the two-week mark, the automated reminders cease, preventing inbox clutter. For situations requiring more immediate attention, administrators can manually trigger a re-invitation at any time by clicking the "Re-invite" button next to the user's name in the directory.

This automated follow-up system serves multiple purposes in the user management workflow. It ensures that important team members don't miss their opportunity to join the platform due to overlooked emails or busy schedules. The system also helps administrators identify which invitations remain pending, allowing for targeted follow-up when necessary. Additionally, the automatic reminders maintain momentum in the onboarding process without requiring constant manual oversight.

By leveraging this built-in follow-up functionality, project teams can focus on their core responsibilities while Procore handles the routine task of invitation reminders. This balance of automation and manual control provides flexibility while ensuring that all team members eventually gain the access they need to contribute effectively to projects.

Efficient Batch Invitation Methods

When onboarding multiple team members simultaneously, Procore's batch invitation feature dramatically reduces administrative time and ensures consistency in the process. This functionality proves especially valuable for large projects with numerous stakeholders.

Navigate to the appropriate directory (company or project) where multiple users have already been added but not yet invited. Review the user list and check the boxes next to each uninvited user you wish to include in the batch invitation. Once you've selected all relevant users, click the "Bulk Actions" dropdown menu and select "Invite" from the available options. The system will prompt you to confirm this action before proceeding. After confirmation, Procore begins processing the invitations, though there may be a brief delay depending on the number of users selected and current system load.

The same automated follow-up process applies to batch invitations as it does to individual ones. Recipients who don't immediately log in will receive the standard sequence of reminder emails at three, seven, and fourteen days. This consistency ensures that no team member falls through the cracks, regardless of how they were initially invited.

Batch invitations provide significant efficiency gains when setting up new projects or onboarding entire departments. Rather than processing dozens or even hundreds of individual invitations, administrators can complete the entire task in just a few clicks. This time-saving approach allows project teams to get up and running more quickly while maintaining the same level of access control and security as individual invitations.

Effective Invitation Management Strategies

Successful invitation management extends beyond simply clicking buttons – it requires thoughtful communication and systematic monitoring to ensure optimal results. These strategies help streamline the entire process.

Clear communication with invitees significantly improves response rates and reduces confusion. Before sending Procore invitations, consider these important practices:

• Personal notification: Send a direct message informing the recipient about the upcoming Procore invitation
• Clear instructions: Provide simple guidance on what actions they should take after receiving the email
• Spam folder alert: Remind recipients to check their junk mail if they don't see the invitation promptly

Maintaining accurate user data forms the foundation of effective invitation management. Double-check email addresses and name spellings before sending invitations to prevent delivery failures. For larger teams, consider using Procore's bulk import tools to ensure consistency and reduce manual entry errors. This attention to detail prevents the frustration of failed invitations and subsequent troubleshooting.

Regular monitoring of invitation status allows for timely intervention when needed. The "last logged in" timestamp provides valuable insight into which users have successfully activated their accounts. For those who haven't logged in despite multiple automated reminders, consider direct outreach to identify and resolve any obstacles they might be facing. This proactive approach ensures that all team members gain access in a timely manner, preventing project delays due to access issues.

By implementing these strategic practices, you transform invitation management from a purely administrative task into a systematic process that supports project success. The combination of clear communication, accurate data management, and regular monitoring creates a smooth onboarding experience for all team members.

Troubleshooting Common Invitation Issues

Even with careful planning, invitation challenges occasionally arise. Understanding how to address these common scenarios helps maintain momentum in the onboarding process.

When invitees report not receiving their welcome emails, several factors might be at play. First, check that the email address in their Procore profile matches their actual address – even minor typos can prevent delivery. Next, ask them to search their spam or junk folders, as automated system emails often get filtered. If the email still can't be found, use the "Re-invite" function to trigger a fresh invitation. This troubleshooting sequence resolves most delivery issues without requiring technical support intervention.

Permission-related problems sometimes emerge after users successfully log in. If a team member reports being unable to access certain tools or features, verify that they've been assigned the appropriate permission template. Remember that company-level and project-level permissions operate independently – a user might have access to the company directory but still need specific project invitations to view project data. Reviewing and adjusting these permission settings often resolves access complaints quickly.

For users who need to access multiple projects, confusion sometimes arises about the invitation process. Clarify that separate invitations are required for each project, even if the user has already logged into the Procore system. This project-specific invitation approach is a fundamental security feature of Procore, not a technical limitation. Explaining this design principle helps users understand why they might receive multiple invitations and prevents unnecessary support tickets.

By familiarizing yourself with these common scenarios and their solutions, you can quickly address invitation issues as they arise. This troubleshooting knowledge empowers administrators to maintain smooth onboarding processes even when complications occur, keeping projects moving forward without unnecessary delays.

Advanced User Management Techniques

Beyond basic invitations, Procore offers sophisticated tools for managing complex team structures and specialized access requirements. These advanced techniques enhance both efficiency and security.

Permission templates provide a powerful way to standardize access levels across similar user types. Rather than configuring permissions individually for each new user, templates allow you to apply pre-configured permission sets with a single selection. This approach ensures consistency and saves significant time, especially for organizations with standardized roles. Consider creating templates for common roles like project managers, superintendents, and subcontractors to streamline the onboarding process while maintaining appropriate access boundaries.

For organizations managing multiple projects with overlapping team members, directory synchronization becomes invaluable. This feature allows administrators to copy user groups from one project to another, preserving their permission settings and contact information. When launching a new project with a similar team structure to an existing one, this synchronization capability dramatically reduces setup time. The system will prompt you to send invitations to the newly copied users, ensuring they receive proper notification about their access to the additional project.

User analytics provide insight into invitation effectiveness and system usage patterns. Procore's reporting tools can reveal which invitations remain pending, which users are most active, and which permission templates are most frequently applied. These insights help administrators refine their invitation strategies and identify potential bottlenecks in the onboarding process. Regular review of these analytics supports continuous improvement in user management practices.

By incorporating these advanced techniques into your user management approach, you can handle even the most complex organizational structures efficiently. These sophisticated tools transform Procore from a simple project management platform into a comprehensive system for managing team access across your entire portfolio.

Maximizing Procore Invitation Success

The invitation process represents more than just an administrative task – it's the gateway to successful collaboration within the Procore environment. Optimizing this process yields benefits throughout the project lifecycle.

Timing invitations strategically improves response rates and user engagement. Consider sending invitations during regular business hours when recipients are likely to be checking email. Avoid Friday afternoons or holiday periods when important messages might get overlooked. For critical team members, schedule invitations for times when you're available to provide immediate support if needed. This thoughtful timing increases the likelihood of prompt acceptance and reduces the need for follow-up.

Customizing the onboarding experience based on user roles enhances productivity from day one. Different team members need different levels of guidance when joining Procore. For example:

1. Executive sponsors might need a high-level overview focused on reporting capabilities
2. Project managers require comprehensive training on all core functionality
3. Specialty contractors benefit from focused instruction on submittal and RFI processes
4. Field teams need practical guidance on mobile app features and daily logs

Tailoring your follow-up communications to address these role-specific needs helps each user quickly master the tools most relevant to their responsibilities.

Measuring invitation success provides valuable feedback for process improvement. Track metrics like invitation acceptance rates, time from invitation to first login, and support requests during onboarding. These indicators help identify potential bottlenecks or confusion points in your current process. Regular review of these metrics allows for continuous refinement of your invitation approach, leading to progressively smoother onboarding experiences for new team members.

By approaching invitations as a strategic process rather than a routine task, you maximize the value of Procore across your organization. This thoughtful approach ensures that all team members can quickly access the tools they need to contribute effectively to project success.

Start Your Procore Invitation Process Today

The journey of inviting users to Procore encompasses much more than simply sending emails. It represents the beginning of collaborative relationships that power successful construction projects through enhanced communication and streamlined workflows.

Throughout this guide, we've explored the nuances of Procore's dual-directory system, permission requirements, and invitation workflows at both company and project levels. We've examined the automated follow-up system that ensures invitations don't fall through the cracks and the batch invitation capabilities that save valuable administrative time. The troubleshooting guidance and advanced management techniques provide solutions for even the most complex organizational structures. By implementing the strategic approaches outlined here, you transform user management from a potential bottleneck into a smooth, efficient process.

Remember that successful invitations form the foundation of effective collaboration in Procore. When team members gain appropriate access quickly and understand how to use the platform, projects progress more smoothly with fewer communication gaps and information silos. The time invested in mastering these invitation processes pays dividends throughout the project lifecycle through enhanced coordination, reduced rework, and more transparent communication across all stakeholders.

As you apply these principles to your own Procore environment, focus on continuous improvement rather than perfection. Start with the basic invitation workflows, monitor results, and gradually incorporate the more advanced techniques as your comfort level increases. With each iteration, your invitation process will become more efficient and effective, supporting ever-smoother project execution across your organization.