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What permissions do I need to add users to a Procore project?

Answer

In Procore, permissions to Project level tools are most effectively managed with permission templates (see Manage Permission Templates). In order to add new users to a Procore project, you have a few options for providing people with access permissions to add new users to a Procore project. The Workflow below describes the available options:

Workflow

Option 1: 'Admin' Permission to the Project Directory

To have access to the ability to add or edit a new user in Procore, a person can be granted 'Admin' level permission to the Project level Directory tool. This provides the user with the access permission he or she needs to perform all available actions in the Project Directory. This includes adding a new user to a project (see Add a Person to the Project Directory), which includes assigning the new user a permission template to govern that user's access to the Procore tool's in that project (see Assign a Permission Template to a Project User).

For this option, you can assign the user to Procore's default 'Project Manager - Internal' template (see What are the default permission templates in Procore?), which satisfies the default requirement for adding users to a Procore project (i.e., 'Admin' level permission to the Project level Directory tool). 

EXAMPLE
AC Construction is a small construction firm. Jackie is a Project Manager at AC who is responsible for overseeing one (1) construction project. As a Project Manager at AC, Jackie's user profile has been configured to use the default 'Project Manager -Internal' permission template on her project. In its default state, this permission template provides Jackie with 'Admin' level permission to the project's Directory tool, so she can add new users to her project and perform all other available Project Directory actions (i.e., add companies, remove companies, deactivate companies, add project insurance for a company, and so on).

Option 2: 'Standard' + Granular Permission to the Project Directory

To provide a person with limited access to the Project Directory, while also providing that person with permission to add new users to a Procore project, the person must be granted 'Standard' level permission to the Project Directory and at least one of the available granular permission options related to adding users (i.e., 'Add From Company Directory (Assignable Permission Templates Only)' and/or 'Create and Edit Users (Assignable Permission Templates Only)'). See What is an assignable permission template?
An example use case is detailed below. 

EXAMPLE
Nelson General Contractors (NGC) is a larger construction firm with numerous construction projects. Jill is a Senior Project Manager at NGC who is responsible for overseeing four (4) of her company's construction projects. As a Senior Project Manager, Jill's user profile in Procore's Company Directory has been associated with Procore's default 'Project Manager -Internal' permission template (see What is a permission template?). This provides Jill with 'Admin' level permission to all of Project level tools that have been activated on her projects. 

Because Jill is busy juggling the demands that come with managing multiple projects, she would like to delegate the task of adding new Procore user accounts to her Project Coordinator, Jack. In order to do this: 

  1. Jill would first add a new company permission template named 'Project Coordinator - Internal' to the Company Directory. See Add a New Permission Template in the Company Directory.
  2. Next, when configuring the settings for her new company permission template, Jill would define access permissions to each Project level tool.
  3. Finally, when Jill defines the template's permissions for the Project level Directory tool, she would first enable the ''Standard' level permission and then enable one or both of these granular permissions for the Directory tool in the 'Project Coordinator - Internal' template:
  • Add from Company Directory (Assignable Permission Templates Only). Mark this checkbox to enable the 'Bulk Add from Co. Directory' button in the Project Directory tool. This provides the user(s) associated with this permission template with the ability to add one or more existing users from the Company Directory to a Project Directory. It also allows users to choose from these options at the time a user is added to a project: (1) Apply an assignable permission template to one or more users (if at least one template is specified), (2) Apply the default permission template to one or more users, and (3) Select the 'Do Not Apply a Permission Template' option. See Bulk Add People and Companies to a Project from the Company Directory.
    (Notes:

    • Users associated with this granular permission will neither be permitted to create new users in the Project Directory, nor edit users added to the Project Directory, including the users that they add to a project.
    • Users will also NOT be permitted to change permission template assignments after adding one or more users). 
       
  • Create and Edit Users (Assignable Permission Templates Only). Mark this checkbox to enable the 'Add Person' button in the Project Directory tool. This permission provides the user(s) associated with the permission template with the ability to create new users in the Project Directory and edit existing users in the Project Directory. It also allows users to choose from these options at the time a user is added to a project: (1) Apply an assignable permission template to one or more users (if at least one assignable template is specified), (2) Apply the default permission template to one or more users, and (3) Select the 'Do Not Apply a Permission Template' option. See Add a Person to the Project Directory and Edit a Person in the Project Directory. Users will also have the ability to remove users from a project (Note: Users will NOT be permitted to change permission template assignments after adding one or more users). 

For step-by-step instructions detailing all of the available granular permission options, see Grant Granular Permissions in a Permission Template.  

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Last modified
09:22, 28 Jul 2017

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