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Prepare Schedule Tasks for Import to the Procore Imports App

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Objective

To prepare a project's schedule tasks for import to the Procore Imports application.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the Project level Schedule tool.
      Note: Granular permissions are not supported in the Procore Imports application.
  • Additional Information:
    • This import can only be used to add or update schedule tasks on your project. Your import cannot delete any existing schedule tasks in your project.
    • This import can only be used to:

Steps

Download the Schedule Task Import Template

  1. Download the Schedule Task Import Template: import-schedule-tasks.xlsx

Format the Schedule Task Import Template

  1. Review the following considerations:
    • Required Row Data:
      • Each row in the spreadsheet corresponds to a schedule task ("Task" or "Milestone").
      • At minimum, each row requires a value for the Task Name, Task Type, and Start Datetime (the column headings for these fields have a RED background). Rows for "Tasks" also require values for the Finish Datetime (the column heading for this field has an ORANGE background). All other cells in a single row may be left blank.
      • There is no limit to the number of schedule activities you can import.
    • Required Column Data:
      • The first row of the table must include the Procore default headers.
      • The import process will fail if you modify the text or the order of the table column headers.
      • The import process will fail if you add, move, or remove any columns in the table.
      • The import process will fail if you add data to the ID column for new schedule tasks or if you modify data in the ID column for existing schedule tasks.
    • Datetime Format Definitions:
      • MM: The month as a two-digit number (from 01 to 12).
      • dd: The day of the month as a two-digit number (from 01 to 31).
      • yyyy: The year as a four-digit number.
      • hh: The hour of the day using a 12-hour clock as a two-digit number (from 01 to 12).
      • HH: The hour of the day using a 24-hour clock as a two-digit number (from 00 to 23).
      • mm: The minute of the hour as a two-digit number (from 00 to 59).
      • tt: AM or PM.
      • zzz: The time zone as hours and minutes offset from UTC.
        Note: If the time zone is not included, the project's time zone in Procore will be used automatically. If the project's time zone is not set in Procore, the local time zone on your computer used for the import will be used.
    • Supported Datetime Formats and Examples:
      • MM/dd/yyyy 02/15/2022
      • MM/dd/yyyy hh:mm 02/15/2022 04:55
      • MM/dd/yyyy HH:mm 02/15/2022 16:55
      • MM/dd/yyyy HH:mm zzz 02/15/2022 16:55 -08:00
      • MM/dd/yyyy hh:mm tt zzz 02/15/2022 04:58 PM +01:00
  2. Complete the import template.
     Note
    An asterisk (*) below denotes a required field.
    • *Task Name: Enter a unique name for the schedule task.
    • *Task Type: Select Task or Milestone from the drop-down options.
    • *Start Datetime: Enter the start datetime for the schedule task.
    • Finish Datetime: (required for Task rows) Enter the finish datetime for the schedule task.
    • Parent Name: Enter the name of the parent schedule task (if applicable).
      Note: The Parent Name must be an exact match to another schedule task's name in the import or in Procore (from previous imports).
    • Percent Complete: Enter a number representing the current progress made on the schedule task.
      Note: The system will read blank Percent Complete cells as 0%.
    • Baseline Start Deadline: Enter a datetime representing when you currently expect the schedule task to start. This can be compared to the Start Date field, giving you visibility into any variance between planned and actual dates.
    • Baseline Finish Datetime: (can only be added for Task rows) Enter a datetime representing when you currently expect the schedule task to finish. This can be compared to the Finish Date field, giving you visibility into any variance between planned and actual dates.
    • Actual Start Datetime: Enter a datetime representing when the schedule task actually began.
    • Actual Finish Datetime: (can only be added for Task rows) Enter the a datetime representing when the task actually finished.
    • Resources: Enter one or more resources (separated by commas) that are assigned to the task.
    • Critical Path?: Select Yes or No from the drop-down options.
    • Notes: Enter any notes you want to include for the schedule task.
    • ID: The data in this column represents the ID for existing schedule tasks and should not be added when importing new schedule tasks or modified when importing updates to existing schedule tasks.