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Add a User Account to the Company Directory

Objective

To add a user to the Company Directory. 

Background 

In Procore, a user is a person whose contact information has been added to the Procore. Procore identifies users by their email address, meaning the same email address cannot be added to multiple user profiles.

Users can be added to a company's Procore account in the Company level Directory tool or in the Project level Directory tool. This tutorial explains how to add users in the Company level Directory tool.

Things to Consider

  • Required User Permissions:
    • 'Read Only' or 'Standard' level permissions on the Company level Directory tool with the 'Create and Edit Users' granular permission enabled on your permissions template.
      OR
    • 'Admin' level permissions on the Company level Directory tool.
  • Additional Information:
    • Users with the appropriate permissions can add users in the Project level Directory tool, which automatically adds the new users to the Company level Directory tool. See Add a User Account to the Project Directory.
    • Users can be added to different Procore accounts for multiple companies. For example, a subcontractor who is working on two different jobs for two different general contractors can be added to each head contractor's Procore account. When logging in to Procore, the subcontractor can choose which company's account they want to access. They can also switch between the companies after they register in.
  • Limitations:

Steps

To add a user to the Company Directory, complete the tasks below:

Add a User

  1. Navigate to the company's Directory tool.
  2. Click Add User.
  3. Complete this data entry:

    directory-add-user-to-company-level.png
     
    1. First Name. Enter the new user's first name. 
    2. Last Name. Enter the new user's last name. 
    3. Email Address. Enter the new user's email address. This will be the email that they use to register in to Procore. The email address must be added using the proper format (e.g., jsmith@example.com). 
    4. Admin Only. Project Permissions Template (Default). Select one of these options from the drop-down list:
      Note: To learn more about project permissions templates, see Manage Project Permissions Templates.
    5. Admin Only. Company Permissions Template. Select one of the following options:
      • Apply Permission Template Later. Select this option to define the user's permissions to Company level tools later.
        OR
      • Select a company permissions template from the drop-down menu. See Create a Company Permissions Template.
  4. Click Create.
    You are redirected to the user's profile in the Company level Directory where you can update their company information, personal information and other project settings as described below.

Update the User's Company Information

There are two (2) options for updating a user's company information:

Option 1: Search for a Company Match

  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/Territory, Postcode, Business Phone, Ext and Business Fax). 

Option 2: Create a New Company

This task can only be completed by users with 'Admin' level permissions on the Company level Directory tool or by users with 'Read Only' or 'Standard' level permissions on the Company level Directory tool with the 'Create and Edit Companies' granular permission enabled on their permissions template.

Important! When adding a new company to a project, we recommend 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 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. Postcode. Enter the company's postcode. 
    7. Country. Select the company's country from the list. 
    8. Territory. Select the company's territory from the list. 
  4. Click Create

Update the User's Contact Information

Click Copy to Personal Information under 'Company Information' if the user's contact information is the same as the company's contact information.

If the user's contact information is different from the company information that you entered above, modify the user'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. 
  • Territory. Select the desired territory from the drop-down list. 
  • City. Select the desired city from the drop-down list. 
  • Postcode. Enter the postcode 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 they specialise 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 organisation's specific needs. 
  • Active? This setting can only be changed in the Company Directory.
  • Classification. Select a classification from the drop-down list. To learn which Procore tools interact with classifications, see Which Procore tools support 'Classifications'?
  • Send This User Messages. Select Via Email or Not at All from the drop-down menu. If you will be designating this user as an progress claim contact, always select Via Email to ensure that any progress claim-related messages are sent. For details, see What is an progress claim contact?
  • Is Employee Of ? 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 . 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 use a drag-and-drop operation to move file from a computer or network location into Procore. 

Update the User's Company Permissions

This task can only be completed by users with 'Admin' level permissions on the Company level Directory tool.

Scroll to the 'Company Permissions Templates' section. Select a company permissions template from the drop-down menu (recommended) or select Do Not Apply a  Permission Template.

If you do not want to apply a company permissions template, click the button under the permission level you want to provide for each tool you want the user to have access to. Procore's default setting provides users with 'Read Only' permission to the Portfolio tool, which allows the user to view all of the projects they have been added to.

directory-company-permissions-templates.png
 

Add the User to the Company Distribution Groups

If your company has created any distribution groups, the will appear in this table. Place a checkmark in the desired boxes to add the user to that group. If the table is blank, you must first create distribution groups. See Add a Distribution Group to the Company Directory

cdir-distrib-groups.png

Update the User's New Project Settings

This task can only be completed by users with 'Admin' level permissions on the Company level Directory tool.

  1. Scroll to New Project Settings. 
  2. Choose from these settings:

    cdir-project-settings.png
     
    1. To select a default project permissions template for the user, click Select Default Template
      Note: To learn more about project permissions templates, see Manage Project Permissions Templates.
    2. To add the user to all new projects created in your company's Procore account, mark the Add to All New Projects checkbox. 
    3. To allow the user to create new projects, mark the Allow to Create New Projects checkbox. 
  3. Continue with Update the User's Current Project Settings.

Update the User's Current Project Settings

If you want to add the user to one or more existing projects:

  1. Scroll to the Projects Does Not Belong To list. 
  2. Locate the desired project in the list. 
  3. Click Add.
    Note:  Users with the 'Create and Edit Users' granular permission on the Company level Directory tool can only add other users to projects that they have already been added to.
    The following occurs:
    1. This moves the project's name to the 'Current Project Settings' list.
    2. It also adds the user to the corresponding Project Directory.
  4. If you want to change the user's permissions template for a specific project, see Change a User's Project Permissions Template in the Company Directory. To learn more about project permissions templates, see Manage Project Permissions Templates.
  5. Continue with Save the User's Record.

Save the User'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. 

You can also reinvite a user at a later time. See Invite or Re-invite a User to Procore.

See Also