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Prepare Data to be Synced Between Resource Planning and Procore

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Objective

To prepare data to be synced between Resource Planning and other Procore tools.

Background

When setting up Resource Planning, customers first need to choose how you want to add information to Resource Planning. See What Integrations are available for Resource Planning. After you select how to get information into Resource Planning, you can choose to sync people and project data so that information is kept in sync in Resource Planning and other Procore tools:

  • People listed in the People List sync one-way from Resource Planning to the Company Directory in Procore.
  • Projects sync one-way between the Project List in Resource Planning and the Portfolio tool in Procore.

People data updated in Resource Planning is synced at the time of a change, and typically updated in the Company Directory tool in less than one minute. For project data, if Resource Planning is your system of record, information updated in the Project List syncs immediately to the Portfolio tool. If the Portfolio tool is your system of record, data updated in the Portfolio tool currently syncs once every hour to the Project List in Resource Planning.

Steps

  1. Work with your Procore account team to identify your system(s) of record where you will add and manage people and projects. See What Integrations are available for Resource Planning?
  2. Work with your Procore account team to identify if you want all people synced or if you only want users (people marked as 'Users' or 'Both' in Resource Planning) to be synced.
  3. Identify if you have any people that currently exist in both Resource Planning and Procore's Directory and update their information so that their user records can be linked. ​​​​​If people exist in both systems, follow these steps so that the data can be linked between Resource Planning and Procore:
     Note

    It is important that data is cleaned up beforehand, otherwise duplicate records may be created.

    If all of the below fields are not matching there is a high possibility that the sync will sever and will not be able to relink thus creating duplicate records.

    Inactive People are not synced in this initial set up. However, after this initial setup process is complete, records of inactivated people will sync between Resource Planning and Procore.

    1. Review your people data fields between People List in Resource Planning and your Company Directory in Procore (Users and Contacts). The following fields must match between the People List and your Procore Company Directory prior to turning on the people sync:
      • First name
      • Last name
      • Email address
      • Employee ID
      • Mark the 'Is Employee' checkbox for users in the Procore Directory.
    2. Ensure users in your Procore Company Directory that you want to mange in Resource Planning are 'Users' or 'Both' in your Resource Planning People List. If users are in the Company Directory, but not yet in the People List, follow these steps:
      1. Navigate to the Company Directory.
      2. Locate the user that needs to be added in Resource Planning and click Edit.
      3. Ensure the Is Employee checkbox is marked. 
      4. Update the user's permission to have Read Only access or higher to the Resource Planning tool.
      5. Navigate to the Company level Resource Planning tool.
      6. Click People and select People List.
      7. Click New.
      8. Complete the form with the following information:
        • First Name. The person's first name.
        • Last Name. The person's last name.
        • Email. The person's email address.
          Note: This must match the email address in the Company Directory.
        • Type. Select User or Both.
        • Permission. Select the user's permission level. 
        • Group. The person's group. See Configure Groups for Resource Planning.
      9. Click Save.
    3. Ensure contacts in your Procore Company Directory that you want to manage in Resource Planning are 'Assignable' people in your Resource Planning People List.
      Note: Skip this step if you chose to only sync users.
      1. Navigate to the Company level Resource Planning tool.
      2. Click People and select People List.
      3. Click New.
      4. Complete the form with the following information:
        • First Name. The person's first name.
        • Last Name. The person's last name.
        • Employee ID. The person's employee ID.
          Note: This must match the employee ID in the Company Directory.
        • Type. Select Assignable.
        • Group. The person's group. See Configure Groups for Resource Planning.
      5. Click Save.
  4. By default, projects are synced from Procore's Portfolio tool to Resource Planning. If you prefer project data to originate in Resource Planning, please discuss with your Procore point of contact.
  5. Reach out to your Procore point of contact to initiate the data sync. This can be done via email or by emailing support@procore.com. 
  6. Your Procore account team will run a one-time data linking process that will ensure existing employee data is linked between Procore and Resource Planning. 
  7. Procore will initiate the data sync between Resource Planning and Procore.
  8. Going forward, all new project in your system of record will be kept in sync between Resource Planning and Procore.
  9. Going forward, all new people are managed in the People List in Resource Planning, and will stay in sync between Resource Planning in Procore. See Add People to Resource Planning.
     Note
    • Manage all employees through Resource Planning to ensure your People List and Company Directory are always in sync and avoid maintaining two lists.
    • People are synced to the Procore Company Directory after each hourly data sync is complete. 
    • If you add a user to the Company Directory in Procore, the data will not sync. Data syncing is one-directional from the People List to the Company Directory.