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Procore

Add a User Account to the Company Directory

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Objective

To add a user to the Company Directory. 

Background 

In Procore, a user is a person whose contact information has been added to the Procore application. Procore uniquely identifies its users by their email address. To add a person to Procore (i.e., create a new user account), the minimum requirements are:

  • Last Name. This is the user's surname.
  • Email Address. This is the unique identifier for a user in Procore. A user can be a member of one or more Procore company accounts (For example, a subcontractor who is doing work for two different general contractors (i.e., Nelson General Contractors) could be added as a user to both companies using the same email address (i.e., john@example.com). When logging in to Procore, he would be presented with the option to choose which company account he wants to view. He can also switch between companies while logged in). 
  • Permission Template. The settings in a permission template define which Procore tools users can gain access to, which tasks they can perform, and what information they can edit or see in each tool. Your company's templates are managed by your Procore Administrator. See Manage Permission Templates

If you are a user with 'Admin' level permission on the Company's Directory tool, you can add users to your company's Procore account in two places: (1) The Company Directory, or (2) The Project Directory (Note: Adding a user to the Project level Directory will also automatically add them to the Company Directory). This article describes how to add a user to the Company Directory. To learn how to add a user to the Project Directory, see What permissions do I need to add users to a Procore project? and Add a User Account to the Project Directory.

Things to Consider

  • Required User Permission:
    • 'Admin' level permissions on the company's Directory tool.
  • Additional Information:
    • Users added to the Project Directory are also automatically added to the Company Directory. See Add a User Account to the Project Directory.
    • Users can be added to one or more Procore company accounts.
      For example, a subcontractor (john@example.com) may be contracted to perform work on two different jobs for two different general contractors (i.e., Nelson General Contractors) and both companies can add John to their Procore accounts using his john@example.com email address. When logging in to Procore, John would be presented with the option to choose which company account he wants to view. He can also switch between companies while logged in. 
    • When a user with 'Admin' permission changes a user's profile in the Company Directory, the updates affect the profile across all of that company's Project Directories.
  • Minimum Required Fields:
    • Last Name
    • Email Address 
    • Permission Template
  • Limitations:
    • Once added to the Company Directory for your company's Procore account, users cannot be deleted. They can only be deactivated. See Deactivate a User

Steps

To add a user to the Company Directory, complete the tasks below:

Add a User

  1. Navigate to the company's Directory tool.
  2. Click Add User.
  3. Complete this data entry:

    cdir-add-person.png
     
    1. First Name. Enter the new user's first name. 
    2. Last Name. Enter the new user's surname. 
    3. Email Address. Enter the new user's email address. This will be the email that they use to log in to Procore. The email address must be added using the proper format (e.g., jsmith@example.com). 
    4. Permission Template. Select one (1) of these options from the drop-down list:
      Note: To learn more about user permissions, see Manage Permission Templates
      • Apply a Permission Template Later. Select this option to define the user's Project Tools permissions later.
        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. 
  4. Click Create.

Update the User's Company Information

There are two (2) options for updating a user's company information:

Option 1: Search for a Company Match

  1. Click the Company Name drop-down list. 
  2. Type the company name in the Search box.
  3. Select the matching company from the results. 
  4. Click Use Company Information to auto-populate any existing information into the user's profile (i.e., Company Address, City, Country, State, Zip, Business Phone, Ext, and Business Fax). 

Option 2: Create a New Company

Important! When adding a new company to a project, we recommend 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 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?

  1. Click the Company Name drop-down list. 
  2. Click Create New.
  3. Enter the following information:
    1. Company Name. This is a required field. Type the full name of the company in the box. 
    2. DBA. Enter the company's Doing Business As name. 
    3. Business Phone. Enter the company's business telephone number. 
    4. Fax. Enter the company's business facsimile number. 
    5. City. Enter the company's city. 
    6. ZIP. Enter the company's postal code. 
    7. Country. Select the company's country from the list. 
    8. State. Select the company's state from the list. 
  4. Click Create

Update the User's Contact Information

If the user's contact information is different from the company information that you entered above, modify the user's contact information as follows:

  • Address. If the user works in a location that is different than the company address, update the user's address here. 
  • City. Type the name of the city associated with the user's address. 
  • State. Select the desired state from the drop-down list. 
  • City. Select the desired city from the drop-down list. 
  • ZIP. Enter the ZIP code in the text box. 
  • Business Phone. Enter the user's business phone number. 
  • Business Fax. Enter the user's fax number. 
  • Cell Phone. Enter the user's mobile telephone number. 
  • Job Title. Enter the user's job title. 
  • Project Roles. Select the user's role on the project. To create these options, see Add Custom Project Roles
  • Tags/Keywords. Enter any tags and keywords to make searching for the user in the Project Directory easier. For example, if they specialize 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. 
  • Active? This setting can only be changed in the Company Directory.
  • Send This User Messages. Select Via Email or Not at All from the drop-down menu. 
  • Is Employee Of <COMPANY NAME>? Place a checkmark if the user is an employee of your company. Leave the checkmark blank if the user is employed by another business entity. 
  • Is an Insurance Manager of <COMPANY NAME>. If this user is also your company's Insurance Manager, place a checkmark in this box. To learn more, see Designate an Insurance Manager for Your Procore Company.
  • Attachments. Click Attach File(s) or use a drag-and-drop operation to move file from a computer or network location into Procore. 

Update the User's Company Permissions

Scroll to the permissions grid. The grid sets the user's permissions for the Company Tools in Procore. Choose the option buttons that correspond to the desired permission level. Procore's default setting provides users with 'Read Only' permission to the Portfolio tool, which allows the user to view all of the projects they have been added to.

cdir-permissions-grid.png
 

Add the User to the Company Distribution Groups

If your company has created any distribution groups, the will appear in this table. Place a checkmark in the desired boxes to add the user to that group. If the table is blank, you must first create distribution groups. See Add a Distribution Group to the Company Directory

cdir-distrib-groups.png

Update the User's New Project Settings

  1. Scroll to New Project Settings. 
  2. Choose from these settings:

    cdir-project-settings.png
     
    1. To select a default permission template for the user, click Select Default Template
      Note: To learn more about permission templates, see Manage Permission Templates
    2. To add the user to all new projects created in your company's Procore account, mark the Add <User Name> to All New Projects checkbox. 
    3. To allow the user to create new projects, mark the Allow <User Name> to Create New Projects checkbox. 
  3. Continue with Update the User's Current Project Settings.

Update the User's Current Project Settings

If you want to add the user to one or more existing projects:

  1. Scroll to the Projects <User Name> Does Not Belong To list. 
  2. Locate the desired project in the list. 
  3. Click Add. The following occurs:
    1. This moves the users name to the 'Current Project Settings' list.
    2. It also adds the user to the corresponding Project Directory.
  4. If you want to change the permission template for that specific project, see Change a Project User's Permission Template. To learn more about permission templates, see Manage Permission Templates
  5. Continue with Save the User's Record.

Save the User's Record

Depending on whether the account is new or existing, click one of the following buttons:

  • Click Save and Send Invitation when:
    • You want to invite the new user to join your project. 
    • The user has NOT previously logged into Procore. 
       
  • Click Save & Send Notification when:
    • You want to notify an existing user of a change. 
    • The user has previously logged into Procore. 
       
  • Click Save when:
    • You want to save the new user account.
    • You are NOT ready to send the user an invitation to join Procore. 

You can also reinvite a user at a later time. See Invite or Re-invite a User to Procore.

See Also