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Update the User Import Template

IMPORTANT! In order to protect the integrity of your company’s data, Procore Employees are restricted from modifying the data that clients submit in all Procore Import Templates. This restriction applies to all data modifications, including correcting typographical errors. If Procore determines that errors are present in any Procore Import Template that you submit to Procore, it will be returned to you for correction. Please note that the import process may take up to 72 hours to process.



To update the user import template for the Company or Project Directory tool. 


As your company's Procore Administrator or your project's Directory Administrator, you have been granted 'Admin' level permission to either the Company Directory, Project Directory, or both. Whether you are responsible for setting up your entire company's Procore account or responsible for setting up a new project, one of the required setup steps is to populate Procore's Directory tool with your user information (i.e., users are people, such as employees, who will be logging into Procore). You may also be responsible for adding any vendor records to the Directory (i.e., subcontracting companies, vendors, and/or suppliers). For an overview about the import process, see Request Company and People Imports.

Before completing the steps below, follow the steps in Download the Company or User Import Template. After getting your copy of the vendor import template, use the steps below to collect and format your vendor import data. Then when you are ready to submit your request, continue with Send a Company or User Import Template to Procore.

Things to Consider

  • Required User Permission:
    • To update the import template in the Microsoft Excel format: None.
  • Prerequisites:
  • Import Template Requirements:
    For general considerations about updating an Excel template, see How do I prepare my data for import into Procore?
    • The XLSX file must be formatted as a table.
      Important! To avoid import failure:
      • Do NOT not delete the column header row in the template. 
      • Do NOT change the labels on the column header row in the template. 
      • Do NOT add new columns to the template.
      • Do NOT add blank columns to the template.
      • Do NOT add empty rows (i.e., skip rows) to the template.
    • Required Column Data:
      The first line of the table must include the header, which defines the fields in the Excel table and your company's contact database in Procore.
      • The following headers are required. A header refers to the top row of the worksheet (i.e., Row A): first_name*, last_name*, company, job_title, address, city, state, zip, country, business_phone, fax_number, mobile_phone, email_address*, password, notes, trade_name, and default_permission_template*. 
        Note: The required fields (i.e., the cells that require data entry in order to create a user record in the database) are denoted in bold text and an asterisk (*) above. 
      • The import process will fail if you modify values in column headers.
      • The import process will fail if you insert new columns, move columns, or remove columns from the template.
      • The import process will fail if you change the column header order in the template.
    • Required Row Data:
      • Important! There is no limit to the number of rows you can import. However, rows cannot be blank.
      • Each row in the table corresponds to a contact record (a.k.a., a user). At a minimum, each record requires a value for the contact's first_name, last_nameemail_address, and default_permission_template. The required fields are marked with an asterisk (*) in the worksheet. All Other columns and cells in a single row may be left blank.
      • Each row in the table corresponds to an individual user.

Best Practices


Video content may not accurately reflect the current state of the system, and/or it may be out of date.


  1. Open the XLSX template in Microsoft Excel. 
    The following is an illustration of the Excel workbook used to gather your import data.There are two worksheets:
    • Sample Data. This worksheet contains sample data, instructions, links to helpful support articles, and general import guidelines. 
    • Add Data Here. You will enter the data you want to import in this worksheet, starting in cell A2. 

  2. Review the instructions in the 'Sample Data' worksheet. 
  3. When ready to enter your data, click the 'Add Data Here' worksheet.
  4. Complete the data entry as follows:
    Tip!  If you are working from an Excel spreadsheet that includes both the first and last name in a single cell, you must separate the names into separate cells in the Procore import template. See this article on the Office Support site for assistance Split Test Into Different Cells
    • first_name*
      Enter the user's first name exactly as you want it to appear in the Directory tool (e.g., Archie).
      Important! The first_name is a required field. First names are case- and punctuation-sensitive. 
    • last_name*
      Enter the user's surname exactly as you want it to appear in the Directory tool (e.g., Adams).
      Important! The last_name is a required field. Last names are case- and punctuation-sensitive. 
    • company
      Enter the vendor/company name exactly as you want it to appear in the Directory tool. Company names are case- and punctuation-sensitive in Procore. 
      Important!  If the vendor/company already exists in the Directory tool, enter the name exactly as it appears in the Directory to avoid creating a duplicate. See Add a Company to the Company Directory.

    • job_title
      Enter the user's professional title exactly as you want it to appear in the Directory tool. You can enter up to 255 alphanumeric characters. 
    • address
      Enter the user's address (e.g., company or mailing address) exactly as you want it to appear in the Directory tool.  
    • city
      Enter the full city name for the user's address (e.g., La Jolla).
    • state
      Enter the two-letter state or territory abbreviation (e.g., CA). See U.S. State Abbreviations.
    • zip
      Enter the ZIP or postal code.
      Tip! If Microsoft Excel cuts off the leading zeros in the code, right-click the cell (or cell range) and choose 'Format Cells' from the shortcut menu. Next, under 'Number,' click 'Special.' Then apply the 'Zip Code' or 'Zip Code + 4' format. For more details, visit the Microsoft Office web site for instructions: Displaying Numbers as Postal Codes.   
    • country
      Spell out the full country name.
      Important! Do NOT use abbreviations (e.g., United States or Canada).

    • business_phone
      Enter the user's business telephone number using the NANP number format (e.g., 805-555-0100). Do not use SPACES or parentheses as delineators. 
    • fax_number
    • Enter the user's business facsimile number using the NANP number format (e.g., 805-555-0106). Do not use SPACES or parentheses as delineators. 
    • mobile_phone
      Enter the user's mobile telephone number using the NANP number format (e.g., 805-555-0107). Do not use SPACES or parentheses as delineators. 

    • email_address*
      Enter the user's full email address  (e.g.,
      Important! The email_address field is a required field and it must be unique to each individual. It is also used as the unique identifier for the user's profile.
    • password (optional).

      You may leave this cell blank. If you choose to enter a password, it must meet these requirements:

      • Must be at least 8 characters
      • Must contain at least one upper case character
      • Must contain at least one lower case character
      • Must contain at least one numeric character
      • Must contain at least one of the following special characters (! @ # $ % ^ & * ( ) - _ = + ` ~ ' " , < . > / ? [ { ] } \ | ; :)


    • notes
      Add up to 255 alphanumeric characters. 
      (Note: The notes you enter here populate the 'Tags / Keywords' field on the person's profile. Users can later search the notes field for matches using different Procore tools: Search and Filter the Company DirectorySearch and Filter the Project Directory, and Search for and Invite Bidders).
    • trade_name
      Enter one or more trade names. Separate names with a single SPACE on BOTH sides of the pipe (|) symbol (e.g., Concrete | Masonry). 
      (Note: Adding trades (see Add or Delete Trades) gives users the ability to filter records by trade name in the Company and Project level Directory tools. See Search and Filter the Company Directory or Search and Filter the Project Directory). 
    • default_permission_template*
      Enter the name of the user permission template that will be applied to each user record. You must enter the name exactly as it appears in the Directory. See Create/Modify User Permission Templates.
      Important! The default_permission_template is a required field.

  5. Save the changes to your template file. 
  6. Continue with Send a Company or User Import Template to Procore.
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