User Permissions Matrix - Web
The following reference page is a comprehensive breakdown of all user actions and the specific user permissions (Read Only, Standard, and/or Admin) that are required to be able to perform that action. Since certain tools are available at both the Company and Project levels, be sure to select the appropriate navigational hyperlink below.
Company Level
Admin (Company Level)
The following table highlights which user permissions are required to perform the described user action.
- Indicates that the task can only be completed when Procore is configured to use the Company level ERP Integrations tool. See ERP Integrations.
* The user must have 'Admin' level permissions on both the Company and Project level Admin tools.
Bid Board
Important
Permissions
| | The action is available on Procore's Web, iOS, and/or Android application. Click to view the article.
Users can take the action with this permission level.
Users can take the action with this permission level AND one or more granular permissions.
What granular permissions are available for the company's Bid Board tool?
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Action |
None | Read Only | Standard | Admin | Notes |
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Add a Bid Board Project to the Portfolio Tool |
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Users with the 'Create New Projects' privilege in Procore can also add projects to the Portfolio tool. See Allow Users to Create New Projects. | |||
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Add a Change Order for an Estimate |
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Add an Estimate |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. | |
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Add and Manage Internal Notes in a Bid Board Project |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Add and Manage Tasks in a Bid Board Project |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Add Items to a Cost Catalog from Estimating |
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Users also need 'Standard' level permissions or higher to the Company level Cost Catalog tool. | |||
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Add Takeoffs |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. | |
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Apply a Template in the Bid Board Tool |
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Assign a Budget Code from an Estimate |
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Configure Bid Board Tool Settings |
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Users with Admin level permissions to the company's Admin tool manage additional settings in the company's Admin tool. | |||
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Copy a Group to Another Project |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. | |
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Copy or Move a Group to Another Estimate |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. | |
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Create a Purchase Order from an Estimate |
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Delete Documents from a Bid Board Project |
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Delete Takeoff Layers |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. | |
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Download Documents from a Bid Board Project |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Edit a Bid Board Project |
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Edit a Bid Proposal with the Proposal Builder |
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Edit an Estimate |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. | |
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Edit Project Stages on the Bid Board |
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Expand or Collapse Takeoff Groups |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Export a Bid Proposal |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Export an Estimate |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Export the Bid Board List View |
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Generate Bid Estimates |
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Lock and Unlock Takeoff Layers |
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Users also need 'Standard' level permissions or higher to the project's Drawings tool. | |
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Manage Bids from the Bid Board |
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Manage Takeoffs |
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Merge Estimates |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Respond to a Bid from the Bid Board |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Run Automated Area Takeoffs |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Search for and Filter Projects on the Bid Board |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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Set a Bid Board Project as a Template |
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Set the Drawing Scale for Takeoffs |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. | ||
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Show or Hide Takeoff Layers |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. | |
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Upload Documents to a Bid Board Project |
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Users with 'Read Only' level permissions can only access projects for which they are the assigned 'Estimator'. |
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View Any Bid Board Project |
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View Bid Board Projects as the Assigned 'Estimator' |
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Conversations (Beta)
The following table highlights which user permissions are required to perform the described user action.
Note: The Conversations tool does not have its own set of permissions to assign, and instead relies on users being part of a project's Directory and having access to items within that project. See the notes below the table for specific considerations.
1 The permission required for creating and managing a group depends on the 'Group Conversations Permissions' setting in the Company level Admin tool of the Procore account. See Configure Access and Settings for the Conversations Tool.
- If 'Administrators' is selected, 'Admin' level permissions to the Project or Company level Directory tool.
- If 'Internal Employees' is selected, users who are marked as internal employees. See How do I add someone as an employee of my company?
- If 'Everyone' is selected, any user in the Company Directory.
2 This action can be performed by any user in the project's Directory (for their own conversations and items that they have access to). See the specific considerations below:
- Direct Messages:
- If Direct Messages are enabled for the account, anyone in the project's Directory (and Company Admins) can be messaged or mentioned.
- If Direct Messages are only enabled for internal employees, only users marked as employees of the company can be messaged or mentioned. See How do I add someone as an employee of my company?
- Direct messages are private and can only be seen by the individuals in the message. Admin users cannot view direct messages that they are not a part of.
Note: A data export containing direct messages can be provided to Company Admins by Procore Support if needed.
- Group Conversations:
- Anyone in the project's Directory (and Company Admins) can be messaged or mentioned in a group.
- Messages within a group conversation can only be seen by members of that group.
- Item Conversations:
- Conversations for specific items in a project can only be viewed and participated in by users with access to the item in Procore ('Read Only' or higher permissions to the item's tool, and appropriate access if an item is marked as Private).
- All conversations:
- Users can only message or mention users who exist in the project's Directory, as well as Company Admins.
- Users can only edit and delete their own messages (within 5 minutes of sending, and if the feature is enabled).
- Users can only hide a conversation from their own view.
Cost Catalog
The following table highlights which user permissions are required to perform the described user action.
Directory (Company Level)
Important
Permissions
| | The action is available on Procore's Web, iOS, and/or Android application. Click to view the tutorial.
Users can take the action with this permission level.
Users can take the action with this permission level AND one or more granular permissions.
What granular permissions are available for the Company level Directory tool?
Important
A user who is granted 'Admin' level permissions on the Company level Directory tool is automatically granted 'Admin' permissions across all Project level and Company level tools.| Action | None | Read Only | Standard | Admin | Notes |
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Add a Company to the Company Directory |
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Add a Distribution Group to the Company Directory |
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Add a User Account to the Company Directory |
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Users with granular permissions have the following limitations:
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Add an Existing User to Projects in Your Company's Procore Account |
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Users with granular permissions can only add other users to projects that they have already been added to. |
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Add Insurance for a Vendor in the Company Directory |
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Allow Users to Create New Projects |
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Assign a Company Permission Template to a User in the Company Directory |
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Users with granular permissions have the following limitations:
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Assign a Default Project Permissions Template to a User in the Company Directory |
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Users with granular permissions can only assign users to assignable default project permissions templates. | |
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Assign a Project Permissions Template to a User in the Company Directory |
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Users with granular permissions have the following limitations:
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Change a User's Permissions to Company Tools in the Company Directory |
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Users with granular permissions can only grant access to Company tools by assigning users to assignable company permissions templates. |
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Change a User's Project Permissions Template in the Company Directory |
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Users with granular permissions have the following limitations:
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Configure Advanced Settings: Company Directory |
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Customize the Column Display in the Directory Tool |
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Deactivate a Company in the Company Directory |
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Delete a Distribution Group from the Company Directory |
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Designate an Insurance Manager for Your Procore Company |
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Download a vCard for a User Account in the Company Directory |
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Download a Company or User Import Template |
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Edit a Company in the Company Directory |
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Edit a Contact in the Company Directory |
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Edit a Distribution Group in the Company Directory |
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Edit a User Account in the Company Directory |
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Users with granular permissions have the following limitations:
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Export the Company Directory to CSV or PDF |
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Inactivate a Batch of Companies in the Company Directory |
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Inactivate a Batch of User Accounts in the Company Directory |
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Inactivate a Contact in the Company Directory |
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Inactivate a Company in the Company Directory |
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Invite a Batch of Procore Users to Join a Company's Procore Account |
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Invite or Re-invite a User to Procore |
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Merge Companies |
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Reactivate a Batch of Companies in the Company Directory |
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Reactivate a Batch of User Accounts in the Company Directory |
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Reactivate a Contact in the Company Directory |
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Reactivate a Company in the Company Directory |
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Reactivate a User in the Company Directory |
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Remove an Existing User from Projects in Your Company's Procore Account |
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Users with granular permissions can only remove other users from projects that they are a part of. | |
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Remove Company Insurance |
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Request Company and People Imports |
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Respond to a 'Welcome to Procore' Email |
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Search and Filter the Company Directory |
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Send a Company or User Import Template to Procore |
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Send a Procore Company to ERP Integrations for Accounting Acceptance |
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Set Bidder Information at the Company Level |
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Switch Between Views in the Company Directory |
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Update Expiring Insurance for a Vendor in the Company Directory |
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View Company Details in the Company Level Directory Tool |
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View User Details in the Company Level Directory Tool |
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Documents (Company Level)
The following table highlights which user permissions are required to perform the described user action.
1 Users with 'Standard' level permissions can only check in a file that they have checked out.
2 Users with 'Read Only' or 'Standard' level permissions can only access 'Private' files and folders if they have been granted access to the file or folder.
3 Search results will only include the documents the user performing the search has access to.
ERP Integrations
Integration by Procore | Integration by Ryvit | Sage 100 Contractor | Sage 300 CRE | QuickBooks
Integration by Procore
This page details the Procore tools and minimum permissions required to complete specific tasks when your company's Procore account has the ERP Integrations tool configured to work with Viewpoint® Spectrum®.
1 Also requires the 'Update Purchase Order Contract' and/or 'Update Work Order Contract' granular permission. For special use cases, Read-Only users can also be granted granular permission to perform these tasks. See Grant Granular Permissions in a Project Permissions Template.
2 Also requires the 'Create and Edit Companies' granular permission. For special use cases, Read-Only users can also be granted granular permission to perform this task. See Grant Granular Permissions in a Project Permissions Template.
3 Also requires the 'Admin' level permission on the ERP Integrations tool.
4 Access permission to both the Company and Project Directory is not required to create a link.
Integration by Ryvit
1 An accounting approver is a user with either 'Standard' or 'Admin' permissions to the ERP Integrations tool who has been granted the 'Can Push to Accounting' privilege. See What is the Accounting Approver role?
2 Requires 'Standard' level permission to the ERP Integrations tool and one (1) of the following: (1) 'Admin' level permission on the Company Directory or a Procore user account that has been granted the 'Create New Project' privilege. See Allow Users to Create New Projects.
3 This task is performed in Viewpoint ® Vista™ and requires the user to have permission to create accounts.
4 This task also requires 'Admin' level permission to the Company Directory.
Sage 100 Contractor
To complete the following tasks for Procore + Sage 100 Contractor®, you will need these permissions on ERP Integrations tool.
1 An accounting approver is a user with either 'Standard' or 'Admin' permissions to the ERP Integrations tool who has been granted the 'Can Push to Accounting' privilege. See What is the Accounting Approver role?
2 Requires 'Standard' level permission to the ERP Integrations tool and one (1) of the following: (1) 'Admin' level permission on the Company Directory or a Procore user account that has been granted the 'Create New Project' privilege. See Allow Users to Create New Projects.
3 This task is performed in Sage 100 Contractor® and requires the user to have permission to create accounts.
Sage 300 CRE
To complete the following tasks for Procore + Sage 300 CRE®, you will need these permissions on ERP Integrations tool.
1 An accounting approver is a user with either 'Standard' or 'Admin' permissions to the ERP Integrations tool who has been granted the 'Can Push to Accounting' privilege. See What is the Accounting Approver role?
2 Requires 'Standard' level permission to the ERP Integrations tool and one (1) of the following: (1) 'Admin' level permission on the Company Directory or a Procore user account that has been granted the 'Create New Project' privilege. See Allow Users to Create New Projects.
3 This task is performed in Sage 300 CRE and requires the user to have permission to create accounts.
4 Access permission to the Directory tool is not required to create a link.
QuickBooks
The following table highlights which user permissions are required on the ERP Integrations tool to perform the described user action.
This page details the Procore tools and minimum permissions required to complete specific tasks when your company's Procore account has the ERP Integrations tool configured to work with QuickBooks.
1 Also requires the 'Can Push to Accounting' privilege.
2 The Project level report also requires 'Read-only' level permission on the Budget and Prime Contract tool. The Company level report does NOT support 'Standard' level permission access.
3 Also requires 'Admin' level permission on the Commitments tool.
4 Also requires the 'Admin' level permission on the ERP Integrations tool.
5 Also requires the 'Update Purchase Order Contract' and/or 'Update Work Order Contract' granular permission. For special use cases, Read-Only users can also be granted granular permission to perform these tasks. See Grant Granular Permissions in a Project Permissions Template.
Inspections (Company Level)
Important
Permissions
| | The action is available on Procore's Web, iOS, and/or Android application. Click to view the tutorial.
Users can take the action with this permission level.
Users can take the action with this permission level AND one or more granular permissions.
| Action | None | Read Only | Standard | Admin | Notes |
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Add Custom Response Sets to a Company Level Inspection Template |
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Clone a Company Level Inspection Template |
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Configure Advanced Settings: Company Level Inspections |
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Create a Company Level Inspection Template |
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Create a Custom Response Set for Inspections |
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Delete a Company Level Inspection Template |
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Delete an Inspection Type |
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Edit a Company Level Inspection Template |
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Edit a Custom Response Set for Inspections |
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Search and Filter for Inspection Templates |
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View the Change History of an Inspection Template |
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Permissions
The following table highlights which user permissions are required to perform the described user action.
1 Users with the appropriate permissions can assign company permissions templates to users in the Company level Directory tool when creating or editing a user account. See Add a User Account to the Company Directory and Edit a User Account in the Company Directory.
2 Users with the appropriate permissions on the Company level Directory tool can assign a default project permissions template to a user when creating or editing the user's Directory record. See Add a User Account to the Company Directory and Edit a User Account in the Company Directory.
3 Users with the appropriate permissions on the Company level Directory or Project level Directory tools can change a user's project permissions template on a specific project when adding the user to a project or editing the user's Directory records. See Add a User Account to the Project Directory, Edit a User Account in the Company Directory, and Edit a User Account in the Project Directory.
4 Users with the appropriate permissions can create project specific permission templates in the Project level Directory tool. See Create a Project Specific Permissions Template from the Project Directory.
Planroom
The following table highlights which user permissions are required to perform the described user action.
| Task | None | Read Only | Standard | Admin |
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| Check the Status of your Bid | 1 |
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| Configure Advanced Settings: Planroom | 1 |
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| Download Bid Documents | 1 |
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| Indicate your Intention to Bid | 1 |
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| Submit a Bid | 1 |
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| Submit a Pre-Bid Question | 1 |
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| Update a Submitted Bid | 1 |
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| View a bid package you have been invited to | 1 |
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| View the Planroom tool | |
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1 Bidders must be added to the Company level Directory in order for you to invite them to bid on a project. Once a company is added to a bid package, bidders within that company will automatically be given access to the Planroom upon logging into Procore.
Portfolio
The following table highlights which user permissions are required to perform the described user action.
1 This task requires 'Admin' level permissions on the Company level Directory tool, or 'Read Only' or higher on the company's Portfolio tool with the privilege to create new projects. See Allow Users to Create New Projects.
2 This task requires 'Admin' level permissions on the Company level Directory tool OR 'Admin' level permissions on the Project level Admin tool for the project template. See Add an Existing User to Projects in Your Company's Procore Account.
3 Only users who were added to the Project level Directory for one or more inactive projects can view those inactive projects in the company's Portfolio tool.
Prequalification Portal
The following table highlights which user permissions are required to perform the described user action.
Note: Users will only have access to prequalification forms that they have been invited to collaborate on.
Users need to be added to the Company level Directory in order for you to invite them to prequalify. Once they are invited to prequalify, they will automatically be given 'Read Only' permissions on the Prequalification Portal tool.
Prequalifications
The following table highlights which user permissions are required to perform the described user action.
Users need to be added to the Company level Directory in order for you to invite them to prequalify. Once they are invited to prequalify, they will automatically be given 'Read Only' permissions on the Prequalification Portal tool.
1 'Standard' level users can view all categories response data except for Financials.
2 'Standard' or 'Admin' level permissions are required on the company's Directory tool to complete this function.
3 'Standard' level users can perform functions on items they have created.
Programs
The following table highlights which user permissions are required to perform the described user action.
| Task | None | Read Only | Standard | Admin |
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| Add Programs | * |
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| Add a Project to a Program | * |
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| Assign a Project to a Different Program | * |
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| Delete a Program | * |
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| Edit Program Information | * |
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| Remove a Project from a Program | * |
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| View Programs | |
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* These actions require the displayed permissions on either the Company or Project level Admin tool.
Reports (Company Level)
The following table highlights which user permissions are required to perform the described user action.
1 This task can only be completed by the report's creator.
2 Report-specific permissions may apply.
3 This task can be completed by users with access to the report as its creator or a viewer (if shared).
4 This task can only be completed by the creator of a report's visuals.
5 The Company Level Open Submittals Report must be enabled on the backend by Procore.
6 This task can only be completed by the dashboard's creator.
Schedule (Company Level)
Important
Permissions
| | The action is available on Procore's Web, iOS, and/or Android application. Click to view the tutorial.
Users can take the action with this permission level.
Users can take the action with this permission level AND one or more granular permissions.
| Action | None | Read Only | Standard | Admin | Notes |
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Configure Advanced Settings: Company Level Schedule |
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Search Project Schedules
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Timecard
The following table highlights which user permissions are required to perform the described user action.
| Task | None | Read Only | Standard | Admin |
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| Configure Advanced Settings: Timecard | |
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| Configure Your Company For The Timecard | |
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| Create a Timecard 1 | |
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| Edit a Timecard 1 | |
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| Export a Timecards Report | |
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| Delete a Timecard 1 | |
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| View the Change History of a Timecard | |
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| View a Timecard 1,2 | |
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1 Users with 'Standard' level permissions can view, create, edit, and delete their own timecards.
2 Users with 'Read Only' level permissions can only view their own timecards.
Timesheets (Company Level)
Permissions
| | The action is available on Procore's Web, iOS, and/or Android application. Click to view the tutorial.
Users can take the action with this permission level.
Users can take the action with this permission level AND one or more granular permissions.
Important
To see employees across all projects the following must be true:
- Users need 'Read Only' permissions or higher on the Company level Directory.
- Under Company Timesheets settings, the box must be marked for 'Can company employees be tracked on all projects?'.
| Action | None | Read Only | Standard | Admin | Notes |
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Customize the Column Display in the Company Level Timesheets Tool |
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Delete a Timecard Entry in the Company Level Timesheets Tool |
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Users with 'Standard' level permissions can only delete time entries that they have created. | ||
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Users with 'Standard' level permissions can only edit time entries that they have created. | |||
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Export Timecard Entries from Procore to Import into QuickBooks® Desktop |
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Export Timecard Entries from the Company Level Timesheets Tool |
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Mark a Timecard Entry as Completed in the Company Level Timesheets Tool |
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Additional permissions are required to complete this action:
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Perform Bulk Approval Actions in the Company Level Timesheets Tool |
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Search and Filter Time Entries in the Company Level Timesheets Tool |
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Workforce Planning
In Procore, the Permissions tool only grants access to the Workforce Planning tool.
Important
In Workforce Planning, additional permissions templates allow you to take specific actions within the Workforce Planning tool. There are four standard permissions templates in Workforce Planning. You can use or edit these permission templates, or create your own based on the available granular permissions. See What granular permissions are available for the company's Workforce Planning tool?| Task | None | Read Only | Standard | Admin |
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| Access the Workforce Planning Tool in Procore | |
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Project Level
Action Plans
Important
Permissions
| | The action is available on Procore's Web, iOS, and/or Android application. Click to view the article.
Users can take the action with this permission level.
Users can take the action with this permission level AND one or more granular permissions.
What granular permissions are available for the project's Action Plans tool?
| Action | None | Read Only | Standard | Admin | Notes |
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Approve an Action Plan to be Performed |
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Approve an Action Plan to be Performed on Behalf of Another User |
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Create an Action Plan |
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Create and Edit a Project Level Action Plan Template |
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Delete an Action Plan |
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Edit an Action Plan |
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Edit Action Plan Item Notes |
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Users with the granular permissions can only take this action if they are the Assignee of the item or if they created the action plan. | |
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Edit Action Plan Item Status |
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Users with the granular permissions can only take this action if they are the Assignee of the item or if they created the action plan. | |
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Edit an Action Plan |
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Configure Action Plans Notifications |
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Export an Action Plan |
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Perform an Action Plan |
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This action involves many sub actions. See the required permissions for the following actions:
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Sign an Action Plan Item for Items Assigned to You |
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Sign an Action Plan Item for Any User |
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Sign an Action Plan Item for Users within the Same Company |
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Remove Records from Items |
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Request Records in Published Plans |
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Users with the granular permissions can only take this action if they are the Assignee of the item or if they created the action plan. | |
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Search for and Filter Action Plans |
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Sign a Completed Action Plan as Yourself |
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Sign a Completed Action Plan for Another User within the Same Company |
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View an Action Plan |
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Admin (Project Level)
The following table highlights which user permissions are required to perform the described user action.
+ : Indicates that one or more granular permissions are available for the task. See the relevant tutorial or Grant Granular Permissions in a Project Permissions Template for more information.
: Indicates that the task can only be completed when Procore is configured to use the Company level ERP Integrations tool. See ERP Integrations.
1 You must have 'Admin' permissions to the Project level tool that you want to extract data from.
2 The Project level Timesheets tool must also be enabled.
3 The Project level Admin tool's Permissions Table page only allows permissions to be changed for users who do not have a permission template assigned to them and are not Company level Admins. All other permissions must be managed in the Project and Company Level Directory tools.
Bidding
The following table highlights which user permissions are required to perform the described user action.
+ : Indicates that one or more granular permissions are available for the task. See the relevant tutorial or Grant Granular Permissions in a Project Permissions Template for more information.
1 Users must also have 'Admin' level permission to the Project level Directory tool to complete this function.
Note: In projects updated to Bid Management Enhanced Experience, this action can also be performed by users with 'Read Only' or higher permissions to the Project level Directory tool with the 'Create and Edit Companies' AND 'Create and Edit Users' granular permissions.
2 Users with 'Standard' level permission can view Bid Notes by default.
3 Users must also have 'Read Only' or higher permissions to the Documents, Drawings, or Specifications tools. Users can only view and update items that they have access to.
4 Users with 'Read Only' or higher level permissions to the project's Bidding tool AND added to the Bidding CC Group can complete this function.
5 These tasks are performed by bidders using the Company level Planroom tool. See Planroom.
Budget
The following table highlights which user permissions are required to perform the described user action.
+ : Indicates that one or more granular permissions are available for the task. See the relevant tutorial or Grant Granular Permissions in a Project Permissions Template for more information.
: Indicates your company's Procore account must be configured to work with an integrated ERP system.