Set up a Project Directory

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

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

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

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

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

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

3.  Limited Release

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

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

   • Click Add to Project next to the company you want to add to your directory.
   • Click Search Procore Construction Network to add existing companies listed on the Procore Construction Network. After you find the company, click Add to Project.
     Note: The company is added as a connected company and the company's name, address, website and phone number are added to your directory. You can update the company's information in your directory.
   • Click Create New Company to create a new company in your Directory.
4. In the 'Add a company to [Project Name]' window, complete the data entry as follows:

   • Name. Enter the full legal business name for the company (i.e., subcontractor, vendor or supplier). This is a required field.
     Notes:

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

   • Business Phone. Enter the primary telephone number in the NANP format (e.g., 805-555-0100). How you enter the phone number here determines how it will appear in Procore.

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

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

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

   • Country. Select the country name associated with the vendor/company address from the drop-down list. 
5. Click Create.
6. Continue with Update the Company's Contact Information.

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

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

1. Edit the user's account to provide additional information.
2. Edit a User's Default Email Notifications
3. Invite the user to your project.

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