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What is a 'reference user' and which project tools support the concept?


Some of Procore's Project Tools provide your project team members with the ability to create a 'reference user.' A reference user is a person whose name may be required as part of a data entry value, but is NOT an actual project team member who requires a user account for logging into Procore. Some examples of tools where you might create reference users include the following:


An accident occurs on a construction site and the person injured is a site visitor with no affiliation to your project team or a subcontractor. In order to document the incident, you will need to enter that add that person's name to the 'Person Affected' list in the Incidents tool. 


On a job site, your subcontractors may hire craft workers, temp laborers, and seasonal employees to perform activities. These individuals will need to be added to the 'Worker' list for the purposes of timekeeping with the Crews and Timesheets tools. 

Which project tools share the 'reference user' list?

When you create a 'reference user' in Procore, it will become available in the project tool you are using and the person's name will be saved as a reference and available as a selection in your company's other projects within that tool. This is so you will not need to retype that person's name (and employee information, if relevant). It is important to note, however, that depending on whether or not the reference user is an employee of your company, the reference user's name may or may not appear as a selection in other project tools.

IMPORTANT! It is also important to note that reference user names are NOT stored in the Project or Company Directory tool as user records. If you want to create a user with login credentials, you must always do so using the Project or Company Directory. See Add a User Account to the Project Directory and Add a User Account to the Company Directory.

The table below provides more detail.

If you added a reference user to this field... In this Procore tool... And the following is true about the reference user that you created... Then Reference Users are Shared with these Tools
Crews Incidents Timesheets
Person Affected Incidents NOT marked as an employee of your company icon-delete-x-grey.png icon-mindtouch-table-check.png icon-delete-x-grey.png
Person Affected Incidents Marked an employee of your company icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png
Witness Name Incidents NOT marked as an employee of your company icon-delete-x-grey.png icon-mindtouch-table-check.png icon-delete-x-grey.png
Worker Crews NOT marked as an employee of your company 1 icon-mindtouch-table-check.png icon-delete-x-grey.png icon-mindtouch-table-check.png

1 The setting "Can company employees be tracked on all projects" in the Company Timesheets tool must be enabled for reference users to appear across projects. 

How do I create a 'reference user' in Procore?

There are different methods for creating reference users documented in these tutorials.

See Also


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