Resource Planning: Set Up Guide

Table of Contents

Welcome

Resource Planning is a powerful tool that gives you real-time insight into your resource's availability and skill set with a centralised scheduling and communication hub for specialty contractors and general contractors.

This guide walks you through the main configurations to set up Resource Planning for your organisation. 

 Note

What are groups?

Groups are how all projects and people are organized for Resource Planning. When using the Resource Planning tool, all information about people, projects, assignments, and requests is displayed in the context of the group.

Considerations and Best Practices

  • Required User Permissions

  • All people and projects must be associated with at least one group.

  • If a person is 'Assignable' and belongs to more than one group, they can be given resource assignments in any group they are a part of.

  • All active people, projects, job titles, and tags must be removed from a group before you can delete it.
    Note: Procore may need to assist if there is an active admin that belongs to a group, as admins cannot currently be removed from a group in Procore.

 Tip

Minimize the number of groups you create.

Group your company in segments where your company is clearly divided with minimal crossover of people (East Coast, West Coast).

  • Why? When Assignable people belong to multiple groups, it's hard to tell if someone you're assigning already has an assignment in another group.

Some commonly used groups are:

  • Branch Offices

  • Internal Divisions or Sectors

  • Local Unions

  • Project Managers

  • Trades
    Note: If you have the same people working across different trades, it's better to set up your trades as a custom field that can be used across groups.

Steps

Configuration Steps

  1. Navigate to the Company level Resource Planning tool.

  2. Click the Settings Icons Settings Gear icon.

  3. Click Groups.

  4. Click New or Add Group.

  5. Configure your group with the following properties:

     Beta
    • Group Name. The group's name.
    • Timezone. The group's timezone.

    • Group Name. The group's name.

    • Timezone. The group's timezone.

    • Group Address. The group's street address.

    • Group Address 2. The group's street address, continued.

    • City/Town. The group's city or town.

    • State/Province. The group's state or province.

    • Postal Code. The group's postal code.

    • Country. The project's country.

    • Contact Name. The group's contact name.

    • Contact Phone. The group's contact phone number.

    • Contact Email. The group's contact email address.

    • Colour. The group's colour.

    • Picture. The group's picture.

    • Icon. The group's icon.

  6. Click Save.

What are job titles?

Job titles help you organise your team. Depending on the task you are performing, you can find and filter people by job title. You can also use job titles to assign people to project roles for specific projects.

Considerations and Best Practices

 Tip

  • Set up your job titles as you would when building a labour plan. Job titles should be granular enough that you can easily assign the correct resource, but not so granular to have job titles that you never request.

  • You can add an hourly rate to a job title which allows you to manage cost using job titles instead of individual people.

Configuration Steps

  1. Navigate to the Company level Resource Planning tool.

  2. Click the Settings Icons Settings Gear icon.

  3. Click Job Titles.

  4. Click New or Add Job Title.

  5. Enter the job title information.

    Show/Hide Fields

    • Name. The name of the job titles.

    • Colour. The colour for the job titles.

    • Type. How the job is paid (hourly or salaried).

    • Globally Accessible to All Groups. Mark this checkbox if you want to make this job title available in all groups.

    • Groups. If you chose to limit the job title from being available in all groups, select which groups should have access to the job title.

    • Hourly Rate. The default or average hourly rate for that job title.
      Note: This is typically the general rate for the job title and used for forecasting.

  6. Click Save.

 Tip

  • Click the edit Icon Edit2 icon to make changes to existing options.

  • Click the delete Icon Delete Rubbish6 icon remove existing options.

What are tags?

Tags are specific criteria that can be added to both people and projects in Resource Planning. Tags can be filtered to help you organize and quickly find people and projects that match that criteria.

Considerations and Best Practices

  • Required User Permissions

  • Tags can be categorized.

  • Tags can be assigned to people, projects or requests.

  • Tags for people and projects can appear when their QR Codes are scanned.

  • Expiration dates, and warnings for upcoming expiration dates, can be configured with tags to alert when items such as certifications may be expiring. See How do I use tags with expiration dates in Resource Planning?

    • Expiration dates are only tracked for people, not projects.

    • For users to receive alerts about expiring tags, you must configure a notification profile and assign the profile to the user.

Example

Create tags for qualifications that people and projects need on a job site, such as an health and safety certifications or badging access. They are easy to see when scheduling and can be viewed when a QR code is scanned on a job site.

Example: Tracking Certifications

  • Create a certification tag that employees must have on a worksite.

  • Configure the tag with expiration dates to track people's certifications so that they're always current.

  • Attach documents, like their certificate, to tag to maintain a record of the certification.

Example: Badging

  • Create the badging tag needed for a project (Airport, School District, etc.) and assign it to the project and to the people who are authorised to work on the project.

  • When filling requests for the project, filter your available people by the project's badging tag.

Configuration Steps

  1. Navigate to the Company level Resource Planning tool.

  2. Click the Settings Icons Settings Gear icon.

  3. Click Tags.

  4. Optional: To group tags in categories, click the Group Tags in Categories? toggle ON.

    1. To create a new tag Category, click New in the 'Categories' section.

    2. Enter the Category Name.

    3. Click Save.

  5. In the Tags section, click New.

  6. Configure your tag with the following properties:

    • Name. The name of the tag.

    • Colour. The colour of the tag.

    • Require Expiration Date. Mark this checkbox if the tag requires an expiration date.
      Note: If requiring an expiration date, the expiration date needs to be added when adding the tag to a person's profile. This is commonly used to track a person's certifications. For more information, see How do I use tags with expiration dates?

    • # Days Warning Ahead of Expiration. The number of days in advance the person will be notified when their tag is expiring.

    • Globally Accessible to All Groups. Mark this checkbox if you want to make this tag available in all groups. See Configure Groups for Resource Planning.

    • Groups. If you choose not to make the tag available to all groups, select which groups should have access to the tag.

    • Abbreviations (5 Characters). The tag's abbreviation.

    • Categories. If you chose to categorise your tags, select the categories in which the tag should appear.

  7. Click Save.

Beta

  1. Navigate to the Company level Resource Planning tool.

  2. Click the Settings Icons Settings Gear icon.

  3. Click Tags.

  4. Optional: Create Tag Categories

    1. Click the toggle Icon Toggle On ON to group tags in categories.

    2. Click Add Category.

    3. Enter the category's Name.

    4. Click Save.

  5. Create Tags

    1. In the Tags section, click Add Tag.

    2. Enter your tag information.

      Show/Hide Fields

      • Name. The name of the tag.

      • Colour. The colour of the tag.

      • Require Expiration Date. Mark this checkbox if the tag requires an expiration date.
        Note: If requiring an expiration date, the expiration date needs to be added when adding the tag to a person's profile. This is commonly used to track a person's certifications. For more information, see How do I use tags with expiration dates?

        • # Days Warning Ahead of Expiration. The number of days in advance the person will be notified when their tag is expiring.

      • Globally Accessible to All Groups. Mark this checkbox if you want to make this tag available in all groups. See Configure Groups for Resource Planning.

      • Groups. If you choose not to make the tag available to all groups, select which groups should have access to the tag.

      • Abbreviations (5 Characters). The tag's abbreviation.

      • Categories. If you chose to categorise your tags, select the categories in which the tag should appear.

    3. Click Save.

 Tip

  • Click the edit Icon Edit2 icon to make changes to existing options.

  • Click the delete Icon Delete Rubbish6 icon remove existing options.

What are custom fields?

Custom fields are generally used to segment people, projects, assignments, and requests within the groups you created. Custom fields can be visible to all users or made 'sensitive', and only shown to users with specific access. You can enable filtering for a custom field so that you can see the segments across the tool, and save your view for easy access. See Create Saved Views in Resource Planning.

Considerations and Best Practices

  • Required User Permissions

  • Custom fields applied in Resource Planning are not updated in Procore's Company Directory or the Project level Admin tool.

  • Only certain 'field types' can be filtered.

  • To filter on a custom field, the Enable Use as Filter checkbox must be marked.

  • Custom fields for Projects and People can be labelled as 'sensitive' and only shown to people with permission to see sensitive fields. See Configure Sensitive Fields for Resource Planning.

  • The following fields can be used as filters on the People, Project, Request, and Assignments Lists: Date, Checkbox, Currency, Drop Down, Multi-Select Drop Down, Number, and Text.

 Tip

Choose the 'field type' for a custom field according to how you need to standardize information.

  • Use a drop-down if you only want them to select a single option.

  • Choose a checkbox for 'Yes' and 'No' answers.

  • Only choose 'text' if you do not want to filter by that field or see a standardized response.

Configuration Steps

  1. Navigate to the Company level Resource Planning tool.

  2. Click the Configure Settings Icons Settings Gear icon.

  3. Click Custom Fields.

  4. Click New or Add Custom Field.

  5. Configure your custom field with the following properties:

    • Field Name. Enter the name of the custom field.

    • Field Type. Enter the type of field you are configuring.

      Show/Hide

      • Text: Enter words or a short phrase as a value for the custom field.

      • Number: Enter numbers as a value for the custom field.

      • Drop Down: Create a single-select list to enter the value for the custom field.

        • Drop Down Options Sort. Choose whether you want to sort the drop-down menu by Alphanumeric or the Order Listed in your Field Options.

        • Field Options. Enter the options for the Drop Down menu.

      • Multi-Select Drop Down: Create a single-select list to enter the value for the custom field.

        • Drop Down Options Sort. Choose whether you want to sort the multi-select drop-down menu by Alphanumeric or the Order Listed in your Field Options.

        • Field Options. Enter the options for the Multi-Select Drop Down menu.

      • Date: Select a date as a value for the custom field.

      • Checkbox: Mark a checkbox as a value for the custom field.

      • Color: Add a distinguishing color as a value for the custom field.

      • Paragraph Text: Enter a large set of words as a value for the custom field.
        Note: Paragraph Text is not available to use as a column on the Project List or People List.

      • Currency: Enter a currency amount as a value for the custom field.

    • Enable Use as Filter. Mark the checkbox to make the custom field a filter.

    • Integration Property Name (Legacy Only). Reflects the name of the property the integrating system can map to.

    • Integration Editable Only. Mark this checkbox if the field can only be edited in the system of origin.

    • Make Available To. Mark the checkboxes for where the custom field will be added. You can add custom fields to Projects, People, Assignments, and Requests.

    • Field Description. Enter a description of the custom field.

  6. Click Save.

What are User Permissions?

In Procore, role-based permissions are used to manage user access to different Procore tools. To access the Resource Planning tool, users must have two different permissions templates applied:

  1. A company permissions template configured in Procore's Permissions tool that gives 'Read Only' permissions or higher to the Resource Planning tool. This adds Resource Planning to the list of tools the user can access within Procore.
  2. A permissions template configured in the Resource Planning tool, that gives access to specific actions within the Resource Planning tool.

Configure a Company Permission Template

To give your users access to the Resource Planning tool, you must create a permissions template giving users 'Read Only' access or higher to the Resource Planning tool.

If you already have existing permissions templates in Procore's Permissions tool, follow the steps to edit the permissions template, granting 'Read Only' level permissions to the Resource Planning tool. Otherwise, follow these steps to create a new Company Permissions template, with 'Read Only' level permissions to the Resource Planning tool.

Create a Company Permissions Template

 Note

You must have 'Admin' level permissions on the company's Permissions tool to create permissions templates.

  1. Navigate to the company's Permissions tool.
  2. Click the Company Permissions Templates tab.
  3. Click Create Company Permissions Template.
  4. In the 'Create Company Permissions Template' window, enter a name for the company permissions template and click Confirm.
    You are redirected to the 'Edit Template' page for your new company permissions template. See Edit a Company Permissions Template.

Edit a Company Permissions Template

  1. Navigate to the company's Permissions tool.
  2. Click the Company Permissions Templates tab.
  3. Next to the permissions template, click Actions and select 'Edit Template'.
  4. On the 'Edit Template' page, click the pencil icon to change the permissions template's name, or see Rename a Company Permissions Template.
  5. For each Company level Procore tool row in the table, select the button under one of the following columns:
    • None. Grants no access to the Procore tool. This is the default setting for all Company level tools (except the company's Portfolio tool) on newly created permission templates.
    • Read Only. Grants read-only access to the Procore tool. This is the default setting for the company's Portfolio tool. When this option is selected for a tool that supports granular permissions, the tool's granular permissions options display. See Grant Granular Permissions in a Company Permissions Template.
    • Standard. Grants standard access to the Procore tool. When this option is selected for a tool that supports granular permissions, the tool's granular permissions options display. See Grant Granular Permissions in a Company Permissions Template.
    • Admin. Grants admin access to the Procore tool.
       Tip
      • To make users with this permissions template a Company Administrator, select 'Admin' permissions for the Company level Directory tool. This gives them 'Admin' level permissions for all Company level tools and Project level tools for projects that they are added to.
      • See User Permissions Matrix - Web for more information about the different actions that can be performed by users with the permission level you select.
  6. Click Save and select Save or Save & Return to Company Permissions.

Considerations and Best Practices for Resource Planning Templates

  • Required User Permissions

  • People who are 'Users' or 'Both' must be assigned a permissions template.

  • Users can only be assigned one permissions template at a time in Resource Planning.

  • You can click the Info Icon Info Black Ios icon next to each granular permission to see details.

  • The 'Admin' template has all granular permissions enabled and cannot be edited or deleted.

 Tip
  • Your permissions should reflect your user roles and their actions that are required.
    • For example, your Superintendent would likely take different actions than a person on your Human Resources team.
  • With the exception of the 'Admin' permission template, you can edit the existing templates or create new ones to match your actual workflow and access.
  • We recommend creating a permission template for field workers. This is essential for managing their timekeeping in Procore, as only users with the 'Users' or 'Assignable Users' type who have an assigned permission template can be included.

Configure Resource Planning Permissions Templates

  1. Navigate to the Company level Resource Planning tool.

  2. Click the Settings Icons Settings Gear icon.

  3. Click Permissions or Access Controls.

  4. Click New or Add Permission.

  5. Enter the Name of the permissions template.

  6. Mark the checkbox for each granular permission you want to enable on the permissions template.

  7. Click Save.

Prepare Data

 a new admin settings experience is available
Company Administrators can enable the Resource Planning: NGX Helix - Admin beta in Procore Explore. (US 2 | UK)

Background

The Resource Planning tool at the Company level is Procore’s construction resource management solution that provides real-time insight into your job assignments and availability.

To set up your Resource Planning tool, Procore offers data import to set up your projects, employees, and more. While only certain fields are required, it's recommended to fill out as much information as accurately as possible for the most complete setup.

Things to Consider

  • Customers can use this process one (1) time to set up their Resource Planning Tool.

  • No special characters (~`!@#$%^&*()_{[}]|:;“‘<,>.?/)

 Tip

  • Fill out as much information as possible for the most complete setup.

  • Review the spreadsheet for accuracy before submitting it.

Steps

  1. Navigate to the Company level Resource Planning tool.

  2. Click the Configure Settings Icons Settings Gear icon.

  3. Click Data Upload or Data Management.

  4. Click the Excel Template hyperlink to open the Google Sheet.

  5. Click File and select Make a Copy.

  6. Fill out the following information in the template:

    •  

      Groups Show/Hide Fields

      • Required Fields

        • Group Name. The title of Resource Planning group. Hyphens (-) are accepted. Example: Kansas City

        • Group ID. The abbreviated group identifier. Example: KS

        • Time Zone. The time zone of the group location.

          • America/Chicago

          • America/Los_Angeles

          • America/New_York

          • America/Denver

          • Australia/Brisbane

          • Australia/Sydney

          • Australia/Adelaide

          • Australia/Darwin

          • Australia/Perth

          • Pacific/Auckland

      • Optional Fields

        • Address 1. The address of the group location. Example: 1234 Main St

        • Address 2. The address of the group location. Example: Suite 320

        • City/Town. The city of the group location. Example: Kansas City

        • State/Province. The state abbreviation code of group location, formatted with all uppercase letters. Example: MO

        • Postal Code. The postal code of the group location (for US Customers). Example: 62113

        • Country. The country of the group location, formatted as a standard country code. Example: US

        • Contact Name. The name of the point of contact for the group. Example: John Smith

        • Contact Phone Number. The phone number for the group's point of contact.

          • The format is +[country code]XXXXXXXXXX.

          • Examples: +19135558225, or +6421345687.

        • Contact Email. The email address for the group's point of contact. Example: test@test.com

    •  

      Job Titles Show/Hide Fields

      • Required Fields

        • Job Title Name. The name of the job title. Hyphens (-) are accepted. Example: Apprentice

        • Job Title ID. The abbreviated job title identifier. Example: APP

        • Group ID(s). The group(s) the job titles are a part of. The ID must match Group ID in the 'Group' tab exactly. Example: KS

          • If there are more than one group, each group must be separated by a pipe (|) with no spaces. Example: KC|LA

          • If the job title belongs to all groups, type 'All'. Example: All

      • Optional Fields

        • Job Title Colour. The HEX value associated with the Job Title. Example: #FFA500

    •  

      Tags Show/Hide Fields

      • Required Fields

        • Tag Name. The name of certification/training/badging tag. Hyphens (-) are accepted. Example: OSHA 30

        • 5-Digit (Character) Identifier. The abbreviated name of tag that can be easily identified on the Boards and List views. This field can support up to five characters. Example: OSH30

        • Group IDs. The groups the tags are a part of. The ID must match Group ID in the 'Group' tab exactly. Example: KS

          • If there is more than one group, each group must be separated by a pipe (|) with no spaces. Example: KC|LA

          • If the job title belongs to all groups, type 'All'. Example: All

        • Does this Tag Expire? (Y/N). Whether or not the tag can expire, like a certification. Example: Y

      • Optional Fields

        • Tag Colour (HEX value). The HEX value associated with the tag. Example: #FFA500

        • # of Days Warning. If this tag expires, a warning period (in days) can be set to notify users about expiring tags. Example: 60

        • Categories. The name of the tag category the tag belongs to. Example: Safety.

          • If there is more than one group, each group must be separated by a pipe (|) with no spaces. Example: Safety|Badging

    •  

      Tag Categories Show/Hide Fields

      • Required Fields

        • Category Name. The category names that are used to organise tags. Example: Safety

    •  

      PeopleShow/Hide Fields

      • Required fields

        • First Name. The first name of employee. Hyphens (-) and apostrophes (') are accepted. Example: John

        • Last Name. The last name of the employee. Example: Smith

        • Group ID(s) Available To. Which groups the employees should be visible.

          • The ID must match Group ID in the 'Group' tab exactly. Example: KS

          • If there is more than one group, each group must be separated by a pipe (|) with no spaces. Example: KC|LA

          • If the job title belongs to all groups, type 'All'. Example: All

        • Status (active/inactive). The current status of the employee. Example: active

        • Assignable (Y). All employees must be added as assignable in the data upload. After the data upload is complete, you can update this in the Resource Planning tool. Example: Y

        • Employee ID. The employee's ID number. Example: B18283

      • Optional Fields

        • Job Title ID. The job title ID of the employee. The ID must match the Job Title ID exactly. Example: APP

        • Date of Hire (MM/DD/YYYY). The date the employee was hired. Example: 26/01/2016

        • Hourly Wage (XX or XX.XX). The employee's hourly rate. Example: 25.50

        • Mobile Phone. The employee's mobile number.

          • The format is +[country code]XXXXXXXXXX.

          • Examples: +19135558225, or +6421345687.

             Note
            The same phone number can not be uploaded for different employees. Please remove any duplicate phone numbers.

        • Can Receive SMS (Y/N). Whether the employee should receive alerts and messages via SMS. Example: Y

        • Email. The employee's email address. Example: test@test.com 

           Note
          • If possible, this should be their work email address as this will be their log in to Procore, and receive notifications from Resource Planning.
          • The same email address can not be uploaded for different employees. Please remove any duplicate email addresses.

        • Can Receive Email (Y/N). Whether the employee should receive alerts and messages via email. Example: Y

        • Address 1. The employee's address. This is required for the employee to appear on the Resource Planning map. Example: 1234 Main St

        • Address 2. The employee's address. Example: Suite 320

        • City/Town. The employee's city. This is required for the employee to appear on the Resource Planning map. Example: Kansas City

        • State/Province. The employee's state abbreviation code, formatted with all uppercase letters. This is required for the employee to appear on the Resource Planning map. Example: MO

        • Postal Code. The employee's postal code (for US Customers). This is required for the employee to appear on the Resource Planning map. Example: 62113

        • Country. The employee's country, formatted as a standard country code. Example: US

        • Date of Birth (MM/DD/YYYY). The employee's date of birth. Example: 26/01/1980

        • Gender (M/F). The employee's gender. Example: M

        • Emergency Contact Name. The name of the employee's emergency contact. Example: Jane Smith

        • Emergency Contact Relationship. The relationship between the employee and their emergency contact. Example: Spouse

        • Emergency Contact Phone Number. The phone number of the employee's emergency contact.

          • The format is +[country code]XXXXXXXXXX.

          • Examples: +19135558225, or +6421345687.

        • Emergency Contact Email. The email address for the employee's emergency contact. Example: test@test.com

    •  

      Projects Show/Hide Fields

      • Required Fields

        • Project Name. The name of project. Hyphens, apostrophes, ampersand and periods are accepted. Example: Acme Stadium

        • Group IDs. The groups the projects are a part of. The ID must match Group ID in the 'Group' tab exactly. Example: KS

          • If there is more than one group, each group must be separated by a pipe (|) with no spaces.

          • Example: KC|LA
            If the job title belongs to all groups, type 'All'. Example: All

        • Status (active, pending, inactive). The status of the project. Example: active.

        • Project Number. The tracking number for the project. Hyphens (-) accepted. Example: AC2997

      • Optional Fields

        • Project Colour (HEX value). The HEX value associated with the Job Title. Example: #FFA500

           Tip
          Some customers colour code their projects by Project Manager, Customer, Project Type, etc.

        • Address 1. The worksite's address. This is required for the project to appear on the Resource Planning map. Example: 1234 Main St

        • Address 2. The worksite's address. Example: Suite 320

        • City/Town. The worksite's city.This is required for the project to appear on the Resource Planning map. Example: Kansas City

        • State/Province. The worksite's state abbreviation code, formatted with all uppercase letters. This is required for the project to appear on the Resource Planning map. Example: MO

        • Postal Code. The worksite's postal code (for US Customers). This is required for the project to appear on the Resource Planning map. Example: 62113

        • Country. The worksite's country, formatted as a standard country code. Example: US

        • Time Zone. The time zone of the worksite.

          • America/Chicago

          • America/Los_Angeles

          • America/New_York

          • America/Denver

          • Australia/Brisbane

          • Australia/Sydney

          • Australia/Adelaide

          • Australia/Darwin

          • Australia/Perth

          • Pacific/Auckland

        • Default Daily Start Time (XX:XX AM/PM). The default time assignments start on this project. Example: 07:00 AM

        • Default Daily Stop Time (XX:XX AM/PM). The default time assignments stop on this project. Example: 03:30 PM

        • Estimated Start Date* (MM/DD/YYYY). The estimated start date of the project. Example: 22/02/2021

        • Estimated End Date (MM/DD/YYYY). The estimated end date date of the project. Example: 25/08/2025

        • Average Hourly Tender Rate (XX or XX.XX). The the estimated average hourly rate? Example: 25.10

        • Percentage Complete. Current percentage complete of the project. Example: 95

        • Customer. The customer of the project. Example: ACME Construction Co

        • Project Type. The type of project. Example: Commercial

  7. Click File, select Download, then select Microsoft Excel (.xlsx).

Next Steps

Import Data

 a new admin settings experience is available
Company Administrators can enable the Resource Planning: NGX Helix - Admin beta in Procore Explore. (US 2 | UK)

Background

The Resource Planning tool at the Company level is Procore’s construction resource management solution that provides real-time insight into your job assignments and availability.

To set up your Resource Planning tool, Procore offers a data import to set up your projects, employees, and more. While only certain fields are required, it's recommended to fill out as much information as accurately as possible for the most complete setup.

Things to Consider

  • Required User Permissions

  • The file uploaded must be in .xlsx format.

  • No special characters (~`!@#$%^&*()_{[}]|:;“‘<,>.?/)

Prerequisites

Steps

  1. Navigate to the Company level Resource Planning tool.

  2. Click the Configure Settings Icons Settings Gear icon.

  3. Click Data Upload or Data Management.

  4. Upload the data.

  5. Click Save.

See Also

Integrations

Background

When you set up Resource Planning, you can choose to integrate a your system of record so that you can manage People and Projects in your system of record, and sync that data with Resource Planning. Work with your Procore account team to identify your system(s) of record and which integration option is right for your company.

 Note
Not all information from your system of record can integrate with Resource Planning. Project roles and assignments, for example, do not integrate. To see a list of fields that integrate, see Resource Planning Detailed Data Mapping.

After you have selected how to integrate your system of record, you can decide how you want to sync your data between Resource Planning and other Procore tools.

Answer

There are three integration options available:

If none of the options work for your company, Procore can do a one-time data upload to add your people and projects.

clipboard_e12aa7737f699558a57d0e4b569a4c767.png

Quick Connect

The QuickConnect integration syncs data from your system(s) of record to Resource Planning. This option is available to customers with an approved compatible system and takes approximately two weeks to implement.

QuickConnect syncs can run multiple times a day at desired times and sync one-way from your system of record to Resource Planning. There can be a separate source for people, and another source for projects; or both can come from the same source.

 Note
 If you are already integrating your ERP with Procore, it is recommend that you push projects from Procore's Portfolio tool to Resource Planning.

To see what fields sync between your system of record and Resource Planning, see Resource Planning Detailed Data Mapping.

API

An API integration allows you to build your own APIs to connect your data to Resource Planning. This option gives you the most flexibility and customization for how data is integrated into Resource Planning. This option requires engineering resources from your company to build the integration, and as such, takes additional time to implement. We recommend this path only if you are familiar with using APIs to connect systems. 

If you do not have experience working with APIs, but would still like to explore this option, the Technical Services Team can scope a Procore built connection.

To learn more about authentication and see a full list of available Resource Planning API endpoints, see Resource Planning API Documentation.

To learn more about testing, see What is the Monthly Sandbox Environment?

SFTP

SFTP is a secure, encrypted, way to transfer files over the internet. This integration option allows customers to use standardised CSV templates to upload the file(s) to a Procore hosted server when they want to update people and project data. This overwrites existing data and transfers it through the SQL database into Resource Planning automatically.

One-Time Data Upload

If an integration is not an option for your company, Procore offers a one-time data upload to add your people and projects to Resource Planning. After the upload, Resource Planning becomes the source of truth for People and Projects are manually updated in Resource Planning.

To get started with your data upload, see Prepare Data for Import to Resource Planning.

Data Syncing

Background

When setting up Resource Planning, customers first need to choose how you want to add information to Resource Planning. See What Integrations are available for Resource Planning?

After you select how to get information into Resource Planning, you can choose to sync people and project data so that information is kept in sync in Resource Planning and other tools in Procore.

Answer

Data syncing passes information between the Resource Planning tool and Procore’s Company level Directory and Portfolio tools.

When select people data is updated in either the Resource Planning People List or Company Directory tool, it is instantly synced to the other tool. See What people information is synced between Resource Planning and the Procore Company Directory?

When project data is updated in either the Portfolio tool or the Resource Planning Project list, it is instantly synced to the other tool. See What project information is synced between Resource Planning and Procore Projects?

 data linking

If you are setting up data syncs for the first time, you may need to link existing records in the Portfolio tool and Company Directory with records in Resource Planning. We recommend that you do this step before your initial sync to avoid duplicates across the system.

Data linking happens automatically when matching records are found in both systems — no action needed on your end. Ensure that for contacts the employee numbers are populated and unique and that for projects the project numbers are populated and unique. If a record isn't automatically linking, reach out to your Procore point of contact for help troubleshooting.
 

Even if you don't sync data, people and projects automatically link Icon Connectability Connected between the Portfolio tool, Company Directory, and Resource Planning when their information matches.

To avoid duplicate people records, ensure that the following fields match in both the Company Directory and Resource Planning People List:

  • Employee ID

  • Employee Email Address

To avoid duplicate projects, ensure that the following fields match in both the Portfolio tool and Resource Planning Projects List:

  • Project ID

  • Status: Active

 If you are ready to set up data syncing, see Prepare Data to be Synced between Resource Planning and Procore.

Additional Configurations

You have set up the primary configurations to use the Resource Planning tool.

While your data is being uploaded to the Resource Planning tool, we recommend setting up these additional configurations:

 Note

For a complete list of tool configurations, see the 'Settings' section of the Resource Planning User Guide.

Why do I need to Update Users in Procore?

Now that your data has been uploaded in Procore, there are some additional steps you need to take within Procore and the Resource Planning tool as some key information cannot be set in the one-time data upload. You will need to log in to Procore and update the following information about your users:

  • User Type
  • Permissions

You can also make additional changes if you notice inaccurate information was uploaded from your spreadsheet. See Edit People in Resource Planning. 

User Type

By default, all people are uploaded into the Resource Planning tool as 'Assignable', meaning they can be assigned to work in Resource Planning. Set the users to the following user type based on what they need to do in Procore, and whether or not you need to track time for them.

Both

icon-permissions-access-check.png Can be tracked using Procore Timesheets

icon-permissions-access-check.png Can be assigned to resource assignments

icon-permissions-access-check.png Can log in to Procore and Resource Planning

User

icon-permissions-access-check.png Can be tracked using Procore Timesheets

icon-permissions-no-access-x.png Can NOT be assigned to resource assignments

icon-permissions-access-check.png Can log in to Procore and Resource Planning

Assignable

icon-permissions-no-access-x.png Can NOT be tracked using Procore Timesheets

icon-permissions-access-check.png Can be assigned to resource assignments

icon-permissions-no-access-x.png Can NOT log in to Procore and Resource Planning

Permissions

Permissions cannot be set in the one-time data upload. Permissions must be set in two places, in Procore's Permissions tool and in the user's profile in Resource Planning.

To access the Resource Planning tool, have 'Read Only' level permissions or higher to the Resource Planning tool. This is set by creating and applying permissions templates in Procore's Permissions tool.

  1. Create a Company Permissions Template
  2. Assign a Company Permissions Template to One or More Users

Then, within the Resource Planning tool, People marked as 'Both' or 'User' must have a Resource Planning permission template assigned to them. You can update their Resource Planning permission template on the same screen where you update their user type.

Update Resource Types

  • Edit People Inline

  • Edit People from their Details

  • Bulk Edit People

  • Edit People from the Company Directory

Edit People Information from the People List

  1. Navigate to the Company level Resource Planning tool.

  2. Click People and select People List.

  3. Click into the field and make edits.
    Note: Not all fields can be edited inline.

  4. Click out of the field to save the changes.

Edit People Information from People Details

  1. Navigate to the Company level Resource Planning tool.

  2. Click People and select People List.

  3. Click the person's name.

  4. Click Edit.

  5. Update information:

    • First Name. The person's first name.

    • Last Name. The person's last name.

    • Status. The person's user status.

    • Groups. The person's groups.

    • Job Title. The person's job title from the dropdown list. See Configure Job Titles for Resource Planning.

    • Classification. Select the person's classification.

    • Employee ID. The person's Employee ID.

    • Type. The person's user type.

      • Assignable. A person who can be given a resource assignment, but cannot login to Procore.

      • Assignable User. A person who can login to Procore, and be given a resource assignment.

      • User. A person who can login to Procore.

    • Email Address. The person's email address.

    • Phone Number. The person's phone number.

    • Notification Profile. The person's notification profile. See Configure Notification Profiles for Resource Planning.

    • Enable Email. Whether or not the person should receive email messages from Procore about their resource assignments.
      Note: If enabling email notifications, an email is required.

    • Enable SMS. Whether or not the person should receive SMS messages from Procore about their resource assignments.
      Notes:

      • Message and data rates may apply.

      • If enabling SMS notifications, a phone number is required.

    • Enable Mobile Notifications. Whether or not the person should receive notifications through the Legacy Resource Planning/LaborChart App.

    • Address. The person's address.

    • Address 2. The person's address, continued.

    • City. The person's city or town.

    • State. The person's state or province.

    • Postal. The person's postal code.

    • Country. The person's country of residence.

    • Hourly Wage. The person's hourly wage.

    • Language. The person's primary language.

    • Gender. The person's gender.

    • Hired Date. The date the person was hired.

    • Birth Date. The person's date of birth.

    • Emergency Contact Name. The name of the person's emergency contact.

    • Emergency Contact Phone. The emergency contact's phone number.

    • Emergency Contact Relation. The relationship between the person and their emergency contact.

    • [Custom Fields]. Any custom fields you have created for people. See Configure Custom Fields for Resource Planning.

    • Profile Photo. Select an image for the user's profile photo.

  6. Click Save.

Bulk Edit People

  1. Navigate to the Company level Resource Planning tool.

  2. Click People and select People List.

  3. Mark the checkboxes for the users you want to edit.

  4. Click the edit Icon Edit2 icon.

  5. Update the information.

    • Gender. The person's gender.

    • Groups. The person's groups.

    • Job Title. The person's job title from the dropdown list. See Configure Job Titles for Resource Planning.

    • Status. The person's user status.

    • Type. The person's user type.

      • Assignable. A person who can be given a resource assignment, but cannot login to Procore.

      • Assignable User. A person who can login to Procore, and be given a resource assignment.

      • User. A person who can login to Procore.

    • Language. The person's primary language.

    • Hourly Wage. The person's hourly wage.

    • State. The person's state or province.

    • Country. The person's country of residence.

    • [Custom Fields]. Any custom fields you have created for people. See Configure Custom Fields for Resource Planning.

  6. Click Save.

Edit People Information from the Company Directory

  1. Navigate to the Company level Directory tool.

  2. Click the Users tab.

  3. Optional: Click Add Filter and select Resource Planning.

  4. Click View next to the person's name.

  5. Click the Resource Planning tab.

  6. Click Edit in the 'Information' section.

  7. Update information:

    • Groups. The person's groups. See Configure Groups for Resource Planning.

    • Job Title. The person's job title from the dropdown list. See Configure Job Titles for Resource Planning.

    • Type. The person's user type.

      • Assignable. A person who can be given a resource assignment, but cannot login to Procore.

      • Assignable User. A person who can login to Procore, and be given a resource assignment.

      • User. A person who can login to Procore.

    • Notification Profile. The person's notification profile. See Configure Notification Profiles for Resource Planning.

    • Enable Email. Whether or not the person should receive email messages from Procore about their resource assignments.
      Note: If enabling email notifications, an email is required.

    • Enable SMS. Whether or not the person should receive SMS messages from Procore about their resource assignments.
      Notes:

      • Message and data rates may apply.

      • If enabling SMS notifications, a phone number is required.

    • Enable Mobile Notifications. Whether or not the person should receive notifications through the Resource Planning/LaborChart App.

    • Address. The person's address.

    • Address 2. The person's address, continued.

    • City. The person's city or town.

    • State. The person's state or province.

    • Postal. The person's postal code.

    • Country. The person's country of residence.

    • Hourly Wage. The person's hourly wage.

    • Language. The person's primary language.

    • Gender. The person's gender.

    • Date of Hire. The date the person was hired.

    • Birth Date. The person's date of birth.

    • Emergency Contact Name. The name of the person's emergency contact.

    • Emergency Contact Phone. The emergency contact's phone number.

    • Emergency Contact Relation. The relationship between the person and their emergency contact.

    • [Custom Fields]. Any custom fields you have created for people. See Configure Custom Fields for Resource Planning.

    • Profile Photo. Select an image for the user's profile photo.

  8. Click Save.

Update User Permissions in Resource Planning

Take the following actions from the following tools:

Resource Planning

Edit a Single User's Permissions

  1. Navigate to the Company level Resource Planning tool.
  2. Click People and select People List.
  3. Click the person's name.
  4. Click Edit.
  5. Select the person's Permission Level.
  6. Click Save.

Bulk Edit User Permissions

  1. Navigate to the Company level Resource Planning tool.
  2. Click People and select People List.
  3. Mark the checkboxes for the users you want to edit.
  4. Click the edit icon-edit2.png icon.
  5. Select the Permission Level.
  6. Click Save.

Company Directory

Edit a Single User's Resource Planning Permissions

  1. Navigate to the Company level Directory tool.
  2. Click the Users tab.
  3. Optional: Click Add Filter and select Resource Planning.
  4. Click View next to the person's name.
  5. Click the Resource Planning tab.
  6. Click Edit in the 'Information' section.
  7. Select the Permission Level for the user in the Resource Planning tool. See Create Permissions Templates for Resource Planning.
  8. Click Save.

Update User Permissions in Procore

 Note
To assign a Company permissions template, you need the following permissions in Procore:
  1. Navigate to the Company level Directory tool.
  2. Navigate to the Users tab.
  3. Click Edit next to the user you want to assign a permissions template to.
  4. Scroll down to the 'Company Permissions Templates' area.
  5. Select an available template from the drop down menu.
  6. Click Save.

Invite Users to Procore

 Note

This is a note callout. Used to provide background info that would help the user understand a process better or tell them something they should note.

If data syncs are enabled, people who are 'Users' or 'Assignable Users' are automatically added to the Company Directory. You must send an invite from the Company Directory so the user can set their password in Procore.

Alternatively, if you completed a one-time data upload for Resource Planning, you need to invite your users to Procore so the user can set their password in Procore.

  1. Navigate to the Company Directory tool once Resource Planning and Procore have synced.
  2. Click Users.
  3. Locate the person you want to invite.
  4. In the 'Invitation' column, click Invite or Re-Invite.

After a user accepts their invitation and sets a password, they can log in to Procore and access Resource Planning.

Success!

Congratulations! Your company is now ready to use the Resource Planning tool: