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Procore

Add a User Account to the Project Directory

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Objective

To add a person to the Project 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 (a.k.a., 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

Depending on your permissions (see What permissions do I need to add users to a Procore Project?) users can be added to a company's Procore account in two places: (1) The Company Directory, or (2) The Project level Directory. (Note: Adding a person to the Project level Directory will also automatically add the user's profile to the Company Directory. See Add a Person to the Company Directory). This article describes how to add a person to the Project Directory. 

Things to Consider

  • Required User Permission:
    • To add people or to edit people in the Users and Inactive Users tabs, 'Admin' level permission on the project's Directory tool.
      OR
    • To add people or to edit people in the Users tab as a user with 'Standard' or 'Read Only' level permission to the project's Directory tool, the  'Create and Edit Users' granular permission must be enabled on the permission template associated with your user account on the project. See Grant Granular Permissions in a Permission Template.
  • Minimum Required Fields:
    • Last Name
    • Email Address 
    • Permission Template
  • Additional Information:

Steps

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

Add a Person

  1. Navigate to the project's Directory tool.
  2. Click Add Person.
  3. (Recommended) Search Procore to see if the user already exists as follows:
    1. Typing the person's company name in Advanced.
    2. If a match exists, select the person's name to auto-fill the fields. Then skip to step 5.
      OR
    3. If a match does NOT exist, continue with the next step.
  4. Complete this data entry:

    pdir-add-person-window.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 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). 
    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. 
        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.
  5. Click Add.

Update the Person's Company Information

Depending on your permissions, there are two (2) options for updating a person's company information:

COMING SOON Option 1: Search for a Company Match

You can use this method if you have 'Standard' permissions or higher on the Project Directory. 

  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). 

COMING SOON Option 2: Create a New Company

You can use this method only if you have 'Admin' permissions on the Project Directory, or if you have `Create and Edit Companies` Granular Permissions enabled.

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?). 

  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 Person's Contact Information

If different from the company information that you entered above, modify the person'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 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. 
  • Active? Skip this checkbox. 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 list. 
  • 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 user a drag-and-drop operation to move file from a computer or network location into Procore. 

Update the Person's Project Permissions

  1. Under Project Permissions Templates, the template that you applied to the user's account above is selected in the drop-down list. 
    Note:  After applying a permission template to a user's account, the user's permissions can only be modified in the Company Directory. See Edit a Permission Template in the Company Directory.
  2. Change the user's permissions by selecting one (1) of these options from the Project Permissions Template drop-down list:
    Note: For best results, always select a Company or Project Permission Template. 
    • 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 Manage 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. 

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 to send automated notifications to end users. For example, to notify the responsible contractor when their 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. Under Default Email Notifications, mark one (1) or more of these checkbox(es): 
    • Emails (by default). Includes the person as a recipient on notifications distributed from the Emails tool. 
    • RFIs (by default). Includes the person as a recipient on notifications distributed from the RFIs tool.
    • Submittals (by default). Includes the person as a recipient on notifications distributed from the Submittals tool.
    • Punchlist items (by default): Includes the person as a recipient on notifications distributed from the Punch List tool.
    • Weather Delay (via email). Includes the person on notifications about project weather delays.
    • Weather Delay (via phone): 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). Includes the person on notifications distributed from the Observations tool.
    • Incidents (by default). Includes the persons on notifications distributed from the Incidents tool. 
    • Delay Log (by default). Includes the person on notifications distributed from the Daily Log tool's Delay Log. 

Set the Person's Schedule Notifications

The Schedule tool must be active on the project, for the Schedule Notifications area to appear. Some feature require Microsoft Project. For details, see Integrate a Microsoft Project Schedule using Procore Drive.

To set notifications, place a checkmark in one or more of these box(es):

  • All Project Tasks (Weekly}. Mark this checkbox to notify the user about future tasks that have been added to the project schedule (a.k.a., "schedule tasks"). 
  • Resource Tasks Assigned To. Mark this checkbox to notify the user about any resource tasks assignments. 
  • Upon Schedule Changes. Mark this checkbox to notify the user about changes to the project schedule. 
  • Upon Schedule Changes Requests. Mark this checkbox to notify the user when a change request is made to the project schedule. 
  • Instructions (by default). Mark this checkbox to notify the user with an instruction is added to the project. 

Save the Person'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. 

See Also