Skip to main content
Procore

Add People to Resource Planning

  1. Last updated
  2. Save as PDF

Objective

To add people for Resource Planning.

Background

For projects using Resource Planning and Resource Tracking tools, you can manage your resource using the People List in Resource Planning. The people you add here can be used for resource assignments, as well as in the Crews, and the Timesheets tools.

You have three options when creating people in Resource Planning: 'User', 'Assignable', or 'Both'.

 Note

Both

  • Can be assigned to resource assignments
  • Can log in to Procore and Resource Planning
  • Can be tracked using Procore Timesheets
  • Is added to the Directory as a 'User'

User

  • Can NOT be assigned to resource assignments
  • Can log in to Procore and Resource Planning
  • Can be tracked using Procore Timesheets
  • Is added to the Directory as a 'User'

Assignable

  • Can be assigned to resource assignments
  • Can NOT log in to Procore and Resource Planning
  • Can be tracked using Procore Timesheets
  • Is added to the Directory as a 'Contact'

 

Things to Consider

  • Required User Permissions
  • For projects using Resource Planning and Resource Tracking tools, users and contacts MUST be added using the People List in Resource Planning. People added in the Company Directory will NOT be available for Resource Planning.
  • When adding 'Users' or 'Both' in Resource Planning, you need to also send them an invitation from the Company Directory so that they can set their password in Procore. See instructions below.
  • If data syncs are enabled:
    •  People added in Resource Planning are automatically added to the Company Directory as users or contacts.
    • You can choose to sync all people, or just users (people added in Resource Planning as a 'User' or 'Both').
      • People added in Resource Planning as a 'User' or 'Both' are created as users in the Company Directory and are added as employees of your company.
      • People added as 'Assignable' are created as contacts in the Company Directory.
    • To see what information is added to the Company Directory, see What people information is synced between Resource Planning and the Procore Company Directory?
    • The People List allows you to add additional fields related to your users and contacts that do not appear in the Company Directory.

Steps

Adding people to resource planning is a two-step process. The second step of the process differs based on whether or not you have data syncs enabled. To add people to you must:

  1. Add People to Resource Planning
  2. Add People to the Procore Company Directory. This process differs whether data syncs are:

Add People to Resource Planning

  1. Navigate to the Company level Resource Planning tool.
  2. Click People and People List from the drop-down menu.
  3. Click New.
  4. Complete the form with the following information:
    • First Name. Enter the person's first name.
    • Last Name. Enter the person's last name.
    • Job Title. Select the person's job title from the drop-down list.
    • Email. Enter the person's email address.
      Note: If creating a user, email is required.
    • Phone. Enter the person's phone number.
    • Employee ID#. Enter the person's employee ID number.
    • Type. Select whether the person should be a 'User', 'Assignable', or 'Both'. 
      • User. A 'User' is a person who can login to Procore. Users alone can NOT be assigned as resources for Resource Planning projects.
      • Assignable. An 'Assignable' person is someone who can be given a resource assignment, but cannot login to Resource Planning.
      • Both. A person who is 'Both' can login to Procore, and be given a resource assignment. 
    • Enable SMS. Select whether the person should receive Short Message Service (SMS) messages from Procore about their resource assignments. See What is an assignment alert in Resource planning?
      Notes: 
      • Message and data rates may apply.
      • If enabling SMS notifications, a phone number is required.
    • Enable Email. Select whether the person should receive email messages from Procore about their resource assignments. See What is an assignment alert in Resource planning?
      Note: The person's email address is required when selecting Enable Email.
    • Permission Level. Select the person's permission level for the Resource Planning tool. See Create Permissions Templates for Resource Planning
      Note: This field is required if the person is added as a 'User' or 'Both'.
    • Group. Select the person's access to Groups in the Resource Planning tool.
  5. Click Save.
  6. Optional: Add additional information about the person on their details page. See Edit People in Resource Planning.

Add People to the Procore Company Directory

Adding people to Procore is different depending on whether or not you have data syncs between Procore and Resource Planning in enabled. Follow the below instructions based on your data sync set up:

Adding People with Data Syncs Enabled

If data syncs are enabled, people who are 'Users' or 'Both' are automatically added to the Company Directory every hour. Once this sync is complete, you must send an invite from the Company Directory so the user can set their password in Procore.

Alternatively, if you completed a one-time data upload for Resource Planning, you need to invite your users to Procore so the user can set their password in Procore.

  1. Navigate to the Company Directory tool once Resource Planning and Procore have synced.
  2. Click Users.
  3. Locate the person you want to invite.
  4. In the 'Invitation' column on the far right, choose the appropriate option:
    • If the user has NOT been invited to Procore, click Invite. 

      invite-user-in-directory.png

      OR
    • If the user has previously been invited to Procore, click Re-invite.

      reinvite-user-in-directory.png

      Procore sends the person an invitation to Procore using their email address in the Company Directory.
      • A banner appears at the top of the page to confirm that the system send has sent a Welcome Email to that person.
      • If this is the first time you've invited that person to join Procore, the button label changes from 'Invite' to 'Re-invite'. 
      • If you have previously invited that person to join Procore, the button label will always read 'Re-invite'.

After a user accepts their invitation and sets a password, they can log in to Procore and access Resource Planning.

Adding People with Data Syncs Disabled

If data syncs are disabled, users are managed separately in Resource Planning and Procore. To access Resource Planning, users must have passwords set in both systems for the same email address. These steps are to add the new Resource Planning user to the Company Directory in Procore.

  1. Navigate to the Company level Directory tool.
  2. Click Add User.
  3. Complete this data entry:

    directory-add-user-to-company-level.png
     
    1. First Name. Enter the new user's first name. 
    2. Last Name. Enter the new user's last name. 
    3. Email Address. Enter the new user's email address. 
      Note: This email address must match the email address added to Resource Planning.
    4. Project Permissions Template (Default). Select one of the options from the drop-down list.
      Note: To learn more about project permissions templates, see Manage Project Permissions Templates.
    5. Company Permissions Template. Select one of the options from the drop-down list. 
       Important
      To access the Resource Planning tool, users must also have 'Read Only' level permissions or higher to the Resource Planning tool. This is set by creating and applying permissions templates in Procore's Permissions tool, and applying it here. See Create a Company Permissions Template
  4. Click Create.
    You are redirected to the user's profile in the Company level Directory where you can update their company information, personal information, and other project settings as described below.
  5. Mark the checkbox for Is Employee of [Customer Name].
  6. Locate the 'Company Permissions Templates' section and enable Ready Only permissions or higher for the Resource Planning Tool.
  7. Optional: Update any additional information for the person you are adding.
  8. Click Save and Send Invitation to Procore.

After a user accepts their invitation and sets a password, they can log in to Procore and access Resource Planning.