How to Make a Project Inactive in Procore

Understanding Project Statuses in Procore

Active projects represent ongoing work where team members need regular access and updates. When you create a new project in Procore, it automatically receives this status, enabling full functionality across all tools and features. Active projects remain visible in your company portfolio by default, allowing team members to quickly access current work.

Inactive projects, on the other hand, represent completed work or projects temporarily on hold. This status change significantly alters how the project interacts with the rest of your Procore ecosystem. Most notably, inactive projects stop generating automatic notifications for overdue items in tools like Action Plans, RFIs (Request for Information), and Submittals. This prevents unnecessary alerts from cluttering team members' inboxes when no action is required.

The distinction between these statuses extends beyond simple visibility. Inactive projects may be excluded from certain company reports and data extracts, which helps keep your reporting focused on current work. Understanding these differences helps project managers make informed decisions about when to change a project's status and how that change will affect team workflows.

Benefits of Inactivating Procore Projects

Making a project inactive in Procore offers several advantages that streamline your project management process and improve overall system organization. These benefits directly impact team efficiency and data management across your organization.

Decluttering your portfolio represents one of the most immediate benefits of inactivating completed projects. As your company takes on more work, your active project list can become unwieldy, making it difficult for team members to quickly find relevant projects. By marking completed projects as inactive, you maintain a clean, focused portfolio that highlights only current work requiring attention.

Notification management improves dramatically when projects move to inactive status. Team members no longer receive automated reminders about overdue items on completed projects, reducing email fatigue and helping everyone focus on actionable items for current work. This targeted communication approach ensures that important notifications for active projects don't get lost among alerts for projects no longer requiring attention.

Data retention remains intact even when projects become inactive. Unlike deletion, inactivation preserves all project history, documents, and communications for future reference. This historical record proves invaluable for warranty work, legal documentation, or reference for similar future projects. Your team can still access this information when needed without having it constantly visible in daily operations.

Resource allocation also benefits from proper project status management. By clearly distinguishing between active and inactive work, project managers can better assess team capacity and availability for new projects. This visibility helps prevent overcommitment and ensures that resources focus on current priorities rather than completed work.

Required Permissions for Status Changes

Before attempting to change a project's status in Procore, understanding the necessary permissions prevents frustration and ensures smooth workflow transitions. The permission structure protects projects from unauthorized changes while enabling designated team members to manage project lifecycles.

Administrator-level access to the Project Admin tool represents the most straightforward path to changing project status. Users with this permission level can modify all project settings, including the active/inactive toggle. If you're unsure whether you have this access, check your permissions in the project directory or consult your company's Procore administrator.

Alternative permission combinations can also enable status changes in certain circumstances. Users with "Read Only" or "Standard" permissions on the Project Admin tool may still change project status if they've been granted the specific "Update General Settings" granular permission. This targeted approach allows companies to delegate status management without providing full administrative access.

Access considerations extend beyond the ability to change status. Only users added to a project's Directory tool can view inactive projects when filtering the portfolio. This restriction ensures that historical project data remains available only to appropriate team members, maintaining information security while preserving accessibility for authorized personnel.

Company policies regarding project caps sometimes influence status management practices. Some organizations strategically use the inactive status to manage their licensed project count, as inactive projects may be treated differently for licensing purposes depending on your Procore agreement. Verify your company's specific policies before implementing widespread status changes.

Step-by-Step Guide to Inactivate Projects

Changing a project's status in Procore involves a straightforward process that takes just a few minutes to complete. Following these steps ensures a smooth transition that preserves all project data while updating its visibility and behavior in the system.

The process begins by navigating to the correct location within Procore. Log into your account and select the project you wish to make inactive from your project list. Once inside the project, locate and click on the "Admin" tool in the left navigation menu. This tool contains all the project's configuration settings, including its status.

Within the Admin tool, select the "General" tab to access basic project information. This page displays the project's name, code, address, and other fundamental details. Scroll down until you find the "Project Information" section, which contains the active/inactive toggle switch. This control appears as either a sliding toggle or radio button depending on your Procore version.

To complete the status change, simply switch the toggle to the "Inactive" position or select the "Inactive" radio button. After making this selection, scroll to the bottom of the page and click the "Update" or "Save" button to confirm your changes. The system will process your request immediately, and the project will transition to inactive status.

After saving your changes, you'll notice the project no longer appears in your default project list view. Don't worry – this is expected behavior and indicates the status change was successful. The project and all its data remain fully intact, just hidden from the standard active project view to reduce clutter and improve focus on current work.

Accessing and Managing Inactive Projects

Even after marking projects as inactive, you may need to reference their information for various purposes. Procore provides simple methods to access these projects without returning them to active status.

Finding inactive projects requires using the filtering capabilities in Procore's Portfolio tool. Navigate to your company's Portfolio page, which displays all projects you have permission to view. Look for the filter options, typically located near the top of the project list. Click on the "Filter" button to reveal available filtering criteria, then select "Status" from the dropdown menu.

After selecting the Status filter, choose "Inactive" from the options to display only projects currently marked as inactive. The system will refresh the view to show all inactive projects you have permission to access. This filtered view functions identically to the standard project list, allowing you to click on any project to view its details, documents, and history.

Temporary access needs can be addressed without permanently changing a project's status. If you need to include an inactive project in reports or perform brief updates, consider temporarily reactivating it for that specific purpose. After completing the necessary tasks, you can return it to inactive status to maintain an organized portfolio.

Permission management remains important even for inactive projects. Remember that users need both appropriate permissions and inclusion in the project's Directory to access inactive projects. If team members report being unable to find specific inactive projects, verify both their permissions and directory inclusion before troubleshooting further issues.

Best Practices for Project Transitions

Transitioning projects from active to inactive status works best when following established best practices that preserve data integrity and maintain clear communication. These approaches help prevent common pitfalls while maximizing the benefits of proper status management.

Data preservation should be your first priority when changing project status. Before marking a project inactive, ensure all important documents are properly uploaded and organized. Verify that all necessary forms, photos, and communications have been properly documented in the appropriate tools. Consider generating and saving key reports that might be needed for future reference, as some reporting options may change for inactive projects.

Communication with stakeholders prevents confusion during status transitions. Before changing a project's status, notify all team members who regularly access the project about the upcoming change. Explain how they can still access the project if needed and what the status change means for notifications and workflows. This proactive approach prevents support requests and confusion when team members can no longer find the project in their default view.

The following preparation steps ensure a smooth transition to inactive status:

• Complete all outstanding workflow items like RFIs and submittals
• Finalize and close any open punch list items
• Update project contact information for warranty period references
• Export critical reports that might be needed during the inactive period
• Document the location of physical project materials not stored in Procore

Timing considerations also impact successful status transitions. Many organizations find that establishing a consistent timeline for inactivating projects creates predictability and ensures proper closure. Some companies implement a standard practice of marking projects inactive 30 days after substantial completion or after all financial reconciliation is complete.

Reporting Considerations for Inactive Projects

When projects transition to inactive status, their behavior in Procore's reporting tools changes in several important ways. Understanding these changes helps teams plan for data access needs and maintain accurate historical records.

Standard reports in Procore typically exclude inactive projects by default. This design choice keeps reports focused on current work requiring attention, preventing completed projects from cluttering analysis of active operations. While this behavior streamlines daily reporting, it can create challenges when historical data analysis becomes necessary.

Custom reporting solutions offer workarounds for accessing inactive project data. Procore's advanced reporting features allow users to create custom reports that specifically include inactive projects by adjusting filter settings. When creating these reports, look for status filter options and ensure "Inactive" is selected alongside any other relevant criteria. Saving these report configurations provides quick access to historical data without repeatedly adjusting filters.

Data extraction tools like Procore Analytics and the Procore API (Application Programming Interface) provide additional methods for working with inactive project data. These tools often offer more flexibility in data selection, allowing users to pull information from both active and inactive projects simultaneously for comprehensive analysis. Organizations with significant reporting needs should explore these options for maintaining continuous data access regardless of project status.

The following reporting elements may be affected by inactive status:

• Financial summaries - Budget vs. actual comparisons may require special report configuration
• Schedule metrics - Timeline data may need custom extraction for inactive projects
• Quality and safety statistics - Historical performance data might require specialized reports
• Resource utilization - Team allocation history might be excluded from standard reports

Planning for these reporting needs before changing project status ensures continuous data access and prevents scrambling to recover information after the transition occurs.

Reactivating Projects When Needed

Circumstances sometimes require returning inactive projects to active status. Procore makes this process simple while maintaining data integrity throughout these transitions.

The reactivation process mirrors the steps for making a project inactive. Navigate to the Project Admin tool, select the General tab, and locate the status toggle in the Project Information section. Switch the toggle back to "Active" and save your changes. The project will immediately reappear in your standard project list and resume normal notification behavior.

Common scenarios for reactivation include warranty work that requires team collaboration, audit preparation needing comprehensive access to project data, and reference projects serving as templates for new similar work. Understanding when reactivation makes sense helps teams use this feature appropriately rather than creating workarounds to access inactive data.

Data integrity remains preserved throughout status changes. When reactivating a project, all previous information, documents, photos, and communications return to their original state. No data loss occurs during status transitions in either direction, providing confidence that historical information remains intact regardless of how many times a project's status changes.

Permission considerations remain important during reactivation. Users who need access to the newly-active project must still have appropriate permissions and directory inclusion. If the project team has changed significantly since inactivation, take time to review and update the user list to ensure proper access control.

Troubleshooting Common Status Issues

Even with Procore's straightforward status management, users occasionally encounter challenges when changing project status or accessing inactive projects. Understanding common issues and their solutions saves time and prevents frustration.

Permission-related problems represent the most frequent obstacle to status changes. If you cannot change a project's status despite following the correct steps, verify your permission level in the Project Admin tool. Remember that you need either Admin-level access or the specific "Update General Settings" granular permission. Contact your company's Procore administrator if you believe you should have this access but don't currently see the option.

Visibility issues often occur when users cannot locate inactive projects. This typically stems from either missing the proper filtering steps or lacking directory inclusion for the specific projects. Guide users through the Portfolio filtering process, showing them how to select "Inactive" from the Status filter dropdown. If projects still don't appear, check whether they're included in each project's directory.

These common status-related challenges have straightforward solutions:

• Missing toggle option - Usually indicates insufficient permissions
• Project not appearing after filter - Check directory inclusion and user permissions
• Unable to save status changes - Verify no system locks are active on the project
• Notifications continuing after inactivation - Some notification types may continue; check specific tool settings

System performance occasionally impacts status changes, particularly in large Procore implementations. If status changes seem to take effect slowly or inconsistently, try refreshing your browser or logging out and back in. For persistent performance issues, contact Procore support for assistance with your specific implementation.

Optimizing Your Procore Project Lifecycle

Developing a comprehensive approach to project status management creates efficiency throughout your organization. By establishing clear policies and procedures, teams can maximize Procore's capabilities while maintaining data accessibility.

Creating a formal project lifecycle policy provides consistency across your organization. This policy should define when projects typically transition between statuses and who has authority to make these changes. Many successful organizations tie status changes to specific project milestones, such as substantial completion, financial closeout, or warranty period expiration. Documenting these triggers creates predictability and ensures appropriate timing for status transitions.

Training team members on proper status management prevents confusion and resistance. Include status management in your standard Procore training materials, explaining both the technical steps and the business reasons for status changes. Help users understand how to access inactive projects when needed and what behavioral changes to expect when status transitions occur. This knowledge empowers teams to work effectively regardless of project status.

Regular portfolio reviews maintain system organization and prevent unnecessary active projects. Consider implementing quarterly reviews where project managers assess all active projects and identify candidates for inactive status. This proactive approach prevents portfolio clutter and ensures that system resources focus on current work. During these reviews, also consider whether any inactive projects should return to active status due to renewed work or reporting needs.

Integration with other business processes enhances the value of proper status management. Connect project status changes with accounting system updates, resource planning adjustments, and client communication protocols. This holistic approach ensures that status changes in Procore trigger appropriate actions throughout your business ecosystem, maintaining alignment across all operational areas.

Maximize Your Procore Experience with Effective Status Management

Properly managing project statuses in Procore creates significant benefits for construction teams seeking better organization and efficiency. The techniques and best practices outlined in this article provide a foundation for implementing effective status management across your organization.

Understanding the distinction between active and inactive projects allows teams to maintain focus on current work while preserving valuable historical data. The simple process of changing project status takes just minutes but delivers lasting improvements to portfolio organization, notification management, and system performance. By following the step-by-step guide and implementing the recommended best practices, your team can confidently transition projects between statuses while maintaining data integrity and accessibility.

Remember that successful status management extends beyond the technical steps. Clear communication with stakeholders, thoughtful timing of status changes, and consideration of reporting needs all contribute to a smooth experience. By developing comprehensive policies that address these factors, your organization can create a consistent approach that maximizes the benefits of Procore's status management capabilities while avoiding common pitfalls.

Take time this week to review your current project portfolio and identify candidates for status changes. Consider implementing a regular review process that keeps your portfolio organized and focused on current priorities. With these practices in place, your team will experience improved efficiency, reduced notification clutter, and better access to the information that matters most for your ongoing success.