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Procore

Set up a Project Directory

Overview

The Directory in Procore stores information about users, companies, and groups.

There are two types of directories: the Company Directory which includes all information across all projects, and the Project Directory which includes information just for that project.

Users and companies can be added to a Project Directory in several ways such as adding from the Company directory, importing users and companies, and creating new users and companies. When users and companies are added to a Project Directory, their records are automatically added to the Company Directory.

You can also create distribution groups to keep users informed about project activities.

 Tip
To import, see Request Company and People Imports, as the steps are not included in this guide.

Permissions

Directory

Learn which user permissions are required to take the described actions in this tool.

 Important

Some actions that impact this tool are done in other Procore tools. See the User Permissions Matrix for the full list of actions taken in all other tools.

Permissions

   The action is available on Procore's Web, iOS, and/or Android application. Click to view the article.

icon-mindtouch-table-check.png Users can take the action with this permission level.

icon-mindtouch-table-check.png Users can take this action with this permission level AND one or more additional requirements, like granular permissions.

What granular permissions are available for the Project level Directory tool?

 Important
A user who is granted 'Admin' level permissions to the Project level Directory tool is also automatically granted 'Admin' permissions to all of the project's tools.
Action None Read Only Standard Admin Notes

Add a Company to the Project Directory

 Web     iOS     Android

 

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  • Create and Edit Companies

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  • Create and Edit Companies
icon-mindtouch-table-check.png On a mobile device, this action can be performed offline. Tasks performed offline are be synced with Procore when a network connection is reestablished.

Add a Distribution Group to the Project Directory

 Web

 

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  • Create and Edit Distribution Groups

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  • Create and Edit Distribution Groups
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Add a Contact to your Device

 iOS     Android

  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png On a mobile device, this action can be performed offline.

Add a Phone Calls Entry from the Directory 

 iOS     Android

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Add a User Account to the Project Directory

 Web     iOS     Android

 

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  • Create and Edit Users

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  • Create and Edit Users
icon-mindtouch-table-check.png Users with the 'Add from Company Directory' should instead add users by bulk adding.

Add Project Insurance to a Company Record in the Project Directory

 Web

 

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  • Manage Company Insurance Information

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  • Manage Company Insurance Information
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Assign a Project Permissions Template to a User in the Project Directory

 Web

 

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  • Manage Permissions Templates (Assignable Only)

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  • Manage Permissions Templates (Assignable Only)
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Users with granular permissions have the following limitations:

  • Must also have 'Read Only' level permissions or higher on the Company level Directory tool with the 'Create and Edit Users' granular permission.
  • Can only assign permissions templates that are designated as assignable permissions templates to others based on their own permissions template settings.

Bulk Add Users and Companies from the Company Directory

 Web

 

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  • Add from Company Directory (Assignable Permission Templates Only)

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  • Add from Company Directory (Assignable Permission Templates Only)
icon-mindtouch-table-check.png Users with the granular permission can only assign 'Assignable Permission Templates' to others based on their own permissions template settings.

Change a User's Permissions Template in the Project Directory

 Web

 

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  • Manage Permission Templates (Assignable Only)

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  • Manage Permission Templates (Assignable Only)
icon-mindtouch-table-check.png Users with the granular permission can only assign 'Assignable Permission Templates' to others based on their own permissions template settings.

Change a User's Permissions Manually in the Project Directory

 Web

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Configure the Project Team on the Project Home Page

 Web

 

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  • Assign Project Roles

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  • Assign Project Roles
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Configure Advanced Settings for the Project Directory: Edit Permissions

 Web

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Configure Advanced Settings for the Project Directory: Edit Project Roles

 Web

 

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  • Assign Project Roles

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  • Assign Project Roles
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Configure the Project Team on the Project Overview Page

 Web

 

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  • Assign Project Roles

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  • Assign Project Roles
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Configure Schedule Notification Emails

 Web

     

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Users also need 'Admin' level access to the project's Schedule tool.

Create a Project Specific Permissions Template from the Project Directory

 Web

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Create a User Account in the Project Directory

 Web     iOS     Android

 

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  • Create and Edit Users

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  • Create and Edit Users
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Customize the Column Display in the Directory Tool

 Web

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Deactivate a Company in the Project Directory

 Web

 

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  • Create and Edit Companies

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  • Create and Edit Companies
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Delete a Distribution Group from the Project Directory

 Web

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Download vCard for a User Account in the Project Directory

 Web

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Edit a Company in the Project Directory

 Web     Android

 

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  • Create and Edit Companies

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  • Create and Edit Companies
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Edit a Distribution Group

 Web

 

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  • Create and Edit Distribution Groups

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  • Create and Edit Distribution Groups
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Edit a User's Default Email Notifications

 Web

 

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  • Create and Edit Users

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  • Create and Edit Users
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Edit an Active Account in the Project Directory

 Web     iOS     Android

 

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  • Create and Edit Users

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  • Create and Edit Users
icon-mindtouch-table-check.png Only users with 'Admin' level permissions can edit inactive user accounts.

Edit an Inactive Account in the Project Directory

 Web     iOS     Android

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Email Forward Contact Information 

 Android

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Enable Schedule Notifications for a User on a Project

 Web

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Enable Weather Delay Alerts by Phone or Email

 Web

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Export the Project Directory to CSV or PDF

 Web

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Forward Contact Information by Email 

 Android

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Invite or Reinvite a User to Join a Procore Project

 Web

 

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  • Create and Edit Users

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  • Create and Edit Users
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Reactivate a Company in the Project Directory

 Web

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Reactivate a User in the Project Directory

 Web

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Remove a Company from the Project Directory

 Web

 

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  • Remove Company from a Project

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  • Remove Company from a Project
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Remove a User from a Project

 Web

 

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  • Remove User from Project

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  • Remove User from Project
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Remove Project Insurance from a Company Record

 Web

 

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  • Manage Company Insurance Information

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  • Manage Company Insurance Information
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Request Company and People Imports

 Web

   

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  • Request Company and People Imports
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Save Contact to Phone on a Mobile Device 

 iOS     Android

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Search and Filter the Project Directory

 Web     iOS     Android

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Send a Message or WhatsApp to a Contact

 iOS

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Set Bidder Information at the Project Level

 Web

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Switch Between Views in the Project Directory

 Web

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View Inactive Users, Contacts, and Companies in the Project Directory

 Web     iOS     Android

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View the Project Directory

 Web     iOS     Android

  icon-mindtouch-table-check.png icon-mindtouch-table-check.png icon-mindtouch-table-check.png On a mobile device, this action can be performed offline if the item was previously viewed and cached on your mobile device.

View Company Insurance Information

 Web     iOS     Android

 

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  • View Company Insurance Information

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  • View Company Insurance Information
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Add Companies from the Company Directory

  1. Navigate to the Project level Directory tool.
  2. Click Bulk Add from Co. Directory.
  3. Use the Select box to add users or companies to a selection table that displays on the page for your review.

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    • Add All Users and Companies from the Company Directory. To bulk add all of the users and companies from the Company Directory to the project, click Select All. This adds all of the records from the Company Directory to the selection table.
    • Add Companies. To add a company, start typing the company's name in the Select box. Click the company's name to add it to the selection table. Repeat to add as many companies as you want.
      Note: Any users associated with this company's record in the Company Directory will be added to the selection table automatically. You can remove a user from the selection table by clicking the red 'X' on their row.
    • Add Users. To add a user, start typing the user's name in the Select box. Click the user's name to add it to the selection table. Repeat to add as many users as you want.
      Note: Any companies associated with the users you add will be added to the Project Directory automatically.
  4. Review your selections.
    • To remove all of the users and companies in the selection table, click Clear All in the Select box.
    • To remove an individual user or company in the selection table, click the red 'X' on their row.
    • Select a permission template or select Apply Permission Template Later in the 'Permission Template' drop-down menu for each user added to the selection table.
    • Optional: Select a project role in the 'Project Role' drop-down menu for each user added to the selection table. See What are custom project roles?
    • Optional: Mark the 'Notify?' checkbox on a user's row to have the system send them an email notification to let them know they were added to the project.
  5. Scroll to the bottom of the selection table and click Add to Project.

Create Companies

  1. Navigate to the Project level Directory tool.
  2. In the right sidebar, click Add Company.
  3.  Limited Release

    This workflow is currently only available in English in the United States and Canada. Learn more.

    Enter the 'Company Name' and click Search to first search for the company in your Company level Directory. You can search by Company Name. From the search results, take one of the following actions:

    • Click Add to Project next to the company you want to add to your directory.
    • Click Search Procore Construction Network to add existing companies listed on the Procore Construction Network. After you find the company, click Add to Project.
      Note: The company is added as a connected company and the company's name, address, website, and phone number are added to your directory. You can update the company's information in your directory.
    • Click Create New Company to create a new company in your Directory.
  4. In the 'Add a company to [Project Name]' window, complete the data entry as follows:
    • Name. Enter the full legal business name for the company (i.e., subcontractor, vendor, or supplier). This is a required field.
      Notes:

      • If you plan to export vendor records to an integrated ERP system, the 'Company Name' field has specific maximum character length limits that have been specified by each system's vendor (e.g., Integration by Procore: Viewpoint® Spectrum®, Integration by Ryvit: Viewpoint® Vista™, QuickBooks®, Sage 100 Contractor®, Sage 300 CRE®, etc.). For details, see What is the maximum character length for a 'Company Name' in the Directory tool?
      • Because your organization might work with a wide variety of vendors in diverse locations, the Company Directory does not require a unique 'Company Name' value. This is because two (2) vendors might share the same name, but be independently owned and operated in different locations (e.g., a subcontractor named 'AAA Plumbing' in California may be a separate business entity from the 'AAA Plumbing' in Arizona).
      • If you are responsible for adding companies to a Procore project, its important to be aware that when you add company records to a project, it can result in the appearance of 'duplicate' records for a single business entity in the Company Directory. For information, see What happens if I have duplicate records in the Company Directory?.
    • Business Phone. Enter the primary telephone number in the NANP format (e.g., 805-555-0100). How you enter the phone number here determines how it will appear in Procore.

    • Business Fax. Enter the user's primary facsimile number using the NANP number format (e.g., 805-555-0100). How you enter the fax number here determines how it will appear in Procore.

    • Address. Enter the business address (e.g., address and street name) for the company (e.g., 123 Main Street, 333 South 14th Avenue, and so on). 

    • City. Enter the full city name (e.g., Los Angeles, Santa Barbara, and so on) for the vendor/company address (Note: Always spell out the full city name and do NOT enter abbreviations). 

    • Country. Select the country name associated with the vendor/company address from the drop-down list. 

    • State. Select the state associated with the vendor/company address from the drop-down list. 

    • ZIP. Enter the five (5) digit ZIP code associated with the vendor/company address (Note: If your company prefers to use the complete 9-digit ZIP Code format, you can also enter the ZIP+4 code if desired). 

  5. Click Create.
  6. Continue with Update the Company's Contact Information.

Add Users from the Company Directory

  1. Navigate to the Project level Directory tool.
  2. Click Bulk Add from Co. Directory.
  3. Use the Select box to add users or companies to a selection table that displays on the page for your review.

    directory-bulk-add-select-box.png
     
    • Add All Users and Companies from the Company Directory. To bulk add all of the users and companies from the Company Directory to the project, click Select All. This adds all of the records from the Company Directory to the selection table.
    • Add Companies. To add a company, start typing the company's name in the Select box. Click the company's name to add it to the selection table. Repeat to add as many companies as you want.
      Note: Any users associated with this company's record in the Company Directory will be added to the selection table automatically. You can remove a user from the selection table by clicking the red 'X' on their row.
    • Add Users. To add a user, start typing the user's name in the Select box. Click the user's name to add it to the selection table. Repeat to add as many users as you want.
      Note: Any companies associated with the users you add will be added to the Project Directory automatically.
  4. Review your selections.
    • To remove all of the users and companies in the selection table, click Clear All in the Select box.
    • To remove an individual user or company in the selection table, click the red 'X' on their row.
    • Select a permission template or select Apply Permission Template Later in the 'Permission Template' drop-down menu for each user added to the selection table.
    • Optional: Select a project role in the 'Project Role' drop-down menu for each user added to the selection table. See What are custom project roles?
    • Optional: Mark the 'Notify?' checkbox on a user's row to have the system send them an email notification to let them know they were added to the project.
  5. Scroll to the bottom of the selection table and click Add to Project.

Create New Users

  1. Navigate to the Project level Directory tool.
  2. Click Add User.
  3. Complete the form.
    Note: Additional fields configured by your company may be displayed or required. See Create New Configurable Fieldsets.
    • First Name. Enter the new user's first name. 
    • Last Name. Enter the new user's last name. 
    • Email Address. Enter the new user's email address. This will be the email that they use 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). 
    • Permission Template. Select one of these options from the drop-down list:
      Note: We recommend selecting either a global permission template or a project specific permission template. To learn more about permission templates, see Manage Project Permissions Templates. What is a Default Permission Template??
      • Apply a Permission Template Later: Select this option to define the user's permissions later. If you select this option and a permissions template is not applied, users with 'Admin' level permissions on the Project level Directory tool can adjust this user's permissions in the configuration settings pages for individual tools.
        OR
      • Global Permission Template: To provide the user with the project access permissions defined in one of your company's global permission templates, select a template under the 'Global Permission Templates' section.
        OR
      • Project Specific Permission Template: To provide the user with project access permissions defined in one of the project specific permission templates on the project, select a template under the 'Project Specific Templates' section.
  4. Click Save.

Add More User Information

Add Distribution Groups

  1. Navigate to the Project level Directory tool.
  2. Click Add Distribution Group.
    This opens the 'Add a distribution group' window. 
  3. Enter the desired group name in the Distribution Group Name field.
  4. Click Create.
    This takes you to the 'Edit Distribution Group' page. 
  5. Optional: Enter a description of the distribution group in the Description field.
  6. In the Add a User to [Distribution Group Name] box, enter the names of the users that you want to add to the group.
    Note: When you start typing a name, a list of possible matches will appear. Select each user you want to add to the distribution group. 
  7. Click Update.
    This saves the new distribution group and takes you to the 'Distribution Groups' view of the Project level Directory.