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Add a Person to the Project Directory

Objective

To add a person to the Project Directory.

Background

In Procore, a person is a record that can be created for both (1)  Procore Users and (2) Vendor/Company Contacts. 

  • A Procore User is a person who will be logging into your organization's Procore account so that they can add and enter information in your company's Procore account.
  • A Vendor/Company Contact is a person who will NOT be invited to log into your company's Procore account for the purpose of entering data in the Procore application (i.e., a subcontractor, supplier, vendor, or another contact for a third-party business entity). 

All people added to Procore are created the same way. The only difference between the two is whether or not you choose to invite a person to log into Procore. 

You can add people to your company's Procore account in two places: the Company level Directory tool or the Project level Directory tool. This article describes how to add a person to the Project Directory. To learn how to add a person to the Company Directory, see Add a Person to the Company Directory

Things to Consider

  • Required User Permission:
    • 'Admin' and 'Standard' level permissions on the project's Directory tool.
      • 'Standard' users can only add other users to a project when authority has been properly delegated by an 'Admin' level user. See Allow a Standard User to Add a Person and Company to the Project Directory. In addition, they can only add users with particular permission templates. For example, a superintendent with 'Standard' permission would only be permitted to add users with subcontractor or foreman permissions. 
  • Additional Information:
    • When a user with 'Admin' level permission lets you add a new user to the Project Directory, that user is also automatically added to the Company Directory. 
    • Any changes made to a user's profile in the Project Directory affects the user profile across all projects and in the Company Directory.
    • You can also add users to projects from the Company level Directory tool.
  • Limitations:
    • A 'Standard' user does NOT have permission to add a new vendor/company record to the Project Directory by entering new 'Company Information' in the Edit Contact page. Although the user can record the user's 'Company Information' in the person's record, doing so will NOT create a new company/vendor record in the Directory. That ability is only available to 'Admin' users (see Add a Person to the Project Directory).
    • A 'Standard' user will be granted permissions to update a limited number of fields (for example, address, business phone, associated company, etc.). You will NOT have permissions to change an email addresses.

Steps

To add a record to Procore, complete the tasks below:

Add a Person

  1. Navigate to the project's Directory tool.
  2. In the right pane, click Add Person.
    This opens the 'Add a Person' window. 
  3. (Recommended) If you want to search Procore to see if the person already exists in the Company Directory, start by typing person's company name in the Advanced list. If a match exists, select it and the system will automatically populate fields this window with the user's information. Then skip to step 5.  


     
  4. If you searched for the person in the previous step and they do NOT exist, complete the following fields in the 'Add a Person to <Project Name>' window:


     
    • First Name. Enter the new user's first name. 
    • *Last Name. Enter the new user's surname. 
    • *Email Address. Enter the new user's email address. This will be the email that the person uses to log in to Procore. In order to add the record, the email address entry must use the proper format (e.g., jsmith@example.com). 
    • *Permission Template. Select one (1) of these options from the drop-down list:
      Note: To learn more about user permissions, see Manage Permission Templates
      • Project Permission Template. If your company has defined permissions for different Procore tools at the project level, select the appropriate template for the new user's role on the project. (e.g., if the new user is a member of the design team, select the Architect/Engineer. If the new user will be the concrete specialist at the jobsite, select Foreman/Superintendent). This limits the users access permissions in Procore to the tools and permission level (e.g., None, Read Only, Standard, or Admin) that you defined for that role.
        OR
      • Company Permission Template. If your company has defined permissions for different Procore tools at the company level, select the appropriate template for the new user's role (e.g., if the new user is a member of the design team, select the Architect/Engineer. If the new user will be the concrete specialist at the jobsite, select Foreman/Superintendent). This limits the users access permissions in Procore to the tools and permission level (e.g., None, Read Only, Standard, or Admin) that you defined for that role. 
        OR
      • Apply a Permission Template Later. If you want to define the user's permissions to the project's tools later, select this option. 
  5. When you have entered data in all the required fields, click Add.
    This closes the 'Add a Person' window and takes you to the new user's 'Edit Contact Information' page.
  6. Continue with Update the Person's Company Information.

Update the Person's Company Information

Note: A 'Standard' user does NOT have permission to add a new vendor/company record to the Project Directory by entering new 'Company Information' in the Edit Contact page. Although the user can record the user's 'Company Information' in the person's record, doing so will NOT create a new company/vendor record in the Directory. That ability is only available to 'Admin' users.

  1. In the 'Company Information' area, start by typing the person's Company Name in the box and then:
    • If an appropriate match for your entry appears, the company already exists in Procore's Company Directory. You will want to select that company from the drop-down list (Note: Always verify that you are selecting the appropriate company match. The contact information for that company will automatically populate the Address, City, Country/State, ZIP, Business Phone, and Fax fields). 
      OR
    • If an appropriate match for your entry does not appear, you can manually enter that person's company information in the given fields. Adding a unique Company Name in this box will also add a new company record in Procore's Project and Company Directory tools.
      Important! When adding a new company to a project, it is recommended that you pay close attention to how existing vendor/company records are spelled across all your company's Procore projects (e.g., 'ABC Concrete' vs 'ABC Concrete LLC').  Any unique data entry for the Company Name can result in the presence of two (2) or more unique records for a single entity in the Company Directory. To learn more, see What happens if I have duplicate entries in the Procore Company Directory?). 

  2. If you need to remove all of the info in the 'Company Information' area, click Clear Company.
  3. Continue with Update the Person's Contact Information.

Update the Person's Contact Information

  1. In the 'Personal Information' area, verify that the following information is correct:
    • First Name
    • Last Name
    • Initials
    • Email Address
  2. Choose from one of these options to enter the person's address:
    • If you want to populate the fields with the company address, click Use Company Address. You can then customize any of these fields with information specific to the person.
      OR
    • Enter information manually in the Address, City, Country/State, ZIP, Business Phone, and Business Fax fields. If the person has a telephone extension, enter that in the Ext field.


       
  3. Enter the person's mobile number in the Cell Phone box.
  4. Enter the person's professional title in the Job Title box.
  5. Select that person's functional role on the construction project from the Project Roles list. 
    Note: The selections in this list are created in the Portfolio tool. See Add Custom Project Roles
  6. If you want to make searching for the person in the Project Directory easier, enter any relevant keywords in the Tags/Keywords field. For example, if the person specializes in Best Value Source Selection (BVSS), you might want to enter the acronym BVSS. This is a free-text field, so you can create your own tag/keyword classification system to meet your organization's specific needs. 


     
  7. Skip the Active? checkbox. This setting can only be changed in the Company Directory.
  8. From the Send this User Messages drop-down list, select Via Email or Not at All. 
  9. If the person is an employee of your organization, mark the Is Employee of <Your Company Name> box.
  10. If you want to designate this person as an insurance manger, place a mark in the Is an Insurance Manager of <Your Company Name> checkbox. See Designate an Insurance Manager for Your Procore Company.
  11. If you want to attach any licenses, photos, or other documentation relevant to that person, do the following:
    • Click Attach Files. Then attach the desired files to the new user's profile. 
      OR
    • Move any files from your computer to the GRAY Drag and Drop File(s) area.
  12. Continue with Update the Person's Project Permissions Template.

Update the Person's Project Permissions

  1. In the 'Project Permissions Templates' area, the permission settings that you specified earlier is selected in the drop-down list. 
    Note: When you select a template, that user's access permission to cannot be modified from within the Project Directory. Instead, you can either modify the template in the Company Directory (see Create and Modify a User Permission Template) or choose 'Do Not Apply a Permissions Template' and create custom permissions for the person as detailed below. 


     
  2. If you want to change the user's permissions, select one (1) of these options from the Project Permissions Template drop-down list:
    Note: For best results, it is recommended that you always select a Company or Project Permisson Template for the reasons described below. 
    • Do Not Apply a Permission Template. If you want to create customized permissions for the project user, select this option, the radio buttons are enabled so you can customize the user's permissions for Procore tools on the project.
      OR
    • Company Permission Template. If your company has defined permissions for different Procore tools at the company level (see Create and Modify User Permission Templates), select the appropriate template for the new user's role (e.g., if the new user is a member of the design team, select the Architect/Engineer. If the new user will be the concrete specialist at the jobsite, select Foreman/Superintendent). This limits the users access permissions in Procore to the tools and permission level (e.g., None, Read-Only, Standard, or Admin) that you defined for that role. 
      OR
    • Project Permission Template. If your company has defined permissions for different Procore tools at the project level, select the appropriate template for the new user's role on the project. (e.g., if the new user is a member of the design team, select the Architect/Engineer. If the new user will be the concrete specialist at the jobsite, select Foreman/Superintendent). This limits the users access permissions in Procore to the tools and permission level (e.g., None, Read-Only, Standard, or Admin) that you defined for that role. 
  3. Continue with Add the User to a Distribution Group.

Add the Person to the Project's Distribution Groups

If your company or project contains any distribution groups, those groups will appear in the appropriate area:

  • When adding a new person, no information will appear in the <Your Company Name> Distribution Groups area. For an existing person, this area would display the names of the company level distribution groups to which the person has been added. See Add a Distribution Group to the Company Directory
  • In the <Your Project Name> Distribution Groups area, mark the checkbox that corresponds to the desired distribution groups. To create additional groups for use on the project, see Add a Distribution Group to the Project Directory

Set the Person's Default Email Notifications

Many Procore tools are designed send automated notifications to end users. For example, to notify responsible contractor when his input is required or to notify stakeholders when a project due date is pending or an item is overdue. Automated notifications can also be sent to keep members of a distribution group in the communication loop. 

  1. In the 'Default Email Notifications' area, mark one (1) or more of these checkbox(es): 
    • Emails (by default). This includes the person as a recipient on notifications distributed from the Emails tool. 
    • RFIs (by default). This includes the person as a recipient on notifications distributed from the RFIs tool.
    • Submittals (by default). This includes the person as a recipient on notifications distributed from the Submittals tool.
    • Punchlist items (by default): This includes the person as a recipient on notifications distributed from the Punch List tool.
    • Weather Delay (via email). This includes the person on notifications about project weather delays.
    • Weather Delay (via phone): This includes the person on telephone notifications about project weather delays.
      Note: To learn more about weather delay notifications, see Enable Weather Delay Alerts by Phone or Email.
    • Observations (by default). This includes the person on notifications distributed from the Observations tool.
  2. Continue with Set the Person's Schedule Notifications.

Set the Person's Schedule Notifications

If the Schedule tool is an active tab on the project, the Schedule Notifications area appears. If the Schedule tool is NOT active, these selections are NOT visible. 
Note: Some features are only supported when you Integrate a Microsoft Project Schedule using Procore Drive.


 

  1. In the 'Schedule Notifications' area, set the desired options as follows:
    • All Project Tasks (Weekly)Mark this checkbox so the user automatically receives a notification each week for all project tasks.
    • Resource Tasks Assigned To. If you have Microsoft Project integrated with your schedule, you can assign resources to the user so they are notified whenever that resource is assigned to a scheduled task.
    • Upon Schedule Changes. Mark this checkbox so the user receives a notification for each schedule change that occurs.
    • Upon Schedule Requests. Mark this checkbox so that the user receives a notification for each schedule change request.
  2. Continue with Save or Save/Send the User an Email.

Save the Person's Record

When you save a person's record, you can choose to send the person an invite/notification to log into Procore as a user or you can simply save that person's contact information in the Directory tool. 

Save and Send the User an Invite/Notification
  • If this is a new user and you want want to invite the person to join to Procore, click Save and Send Invitation to Procore (Note: This button is only available when the user has not previously logged into Procore. It also sends the person an email notification to join your company's Procore organization as a user).
    OR
  • If you have updated an existing user and want to notify him or her of the change, click Save & Send Notification (Note: This button is only available when the user has previously logged into Procore. It sends an email notification to the person's email address). 
Save the Person as a Contact
  • If this is a contact and you simply save the person's record in your system, click Save. The system will NOT send an invite or email notification to the person. However, that person's name will be available in the Procore app should your users need to select that person's name for record-keeping purposes in Procore. If you would like the person to join your Procore organization as a user at a later time, see Invite or Reinvite a Person to a Project.
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Last modified
09:00, 21 Mar 2017

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