Procore Project Setup and Directory Management
Objective. Students configure a complete Procore project shell—including company directory, user permissions, project stages, and custom folder structure—from a provided project brief.
This lesson, its worked examples and its practice questions has not yet been verified by a credentialed professional in the field or by a certification or approval body. It is a study draft and may contain errors. Do not use it as instructions for work on a job site or on live equipment. Always follow your instructor, your supervising professional, and current official references and regulations.
VoTechWorks program approval and accreditation are still in progress. Credentials are issued only by the certifying bodies named in each program, after their own exams.
Why Project Setup Is the Foundation of Every Procore Project
Procore is a cloud-based construction management platform used on commercial, civil, and institutional projects across the United States. Before a single RFI is logged or a drawing is issued, someone must configure the project environment correctly. A poorly set up project creates permission gaps, misfiled documents, and audit failures—all of which cost time and money. As a construction manager or estimator, you will either build this shell yourself or be responsible for verifying that it was built correctly.
The Project Shell: What It Contains
A Procore project shell is the complete configuration that lives behind every active project. It includes:
- Project metadata – name, type (commercial, residential, civil, etc.), address, square footage, contract value, start date, and estimated completion date. This data feeds dashboards, reports, and integrations with accounting software.
- Company directory – every firm with a role on the project, including owner, construction manager, general contractor, and all subcontractors and design consultants.
- User directory and permissions – individual accounts linked to their company, with tool-level access controlled by role.
- Folder structure – a logical hierarchy for drawings and documents, ideally aligned to the project's Work Breakdown Structure (WBS).
- Project stages – pre-construction, construction, close-out, and any owner-defined phases.
Getting these elements right at the start prevents rework and protects the integrity of the project record, which may become a legal document during a dispute.
Configuring the Company and User Directory
In Procore, the Directory tool holds two layers: companies and people. You first add each firm, then add individual users under that firm. Every person on a Procore project must have a unique email address; Procore's Registry links credentials and activity to that identity.
When you add a user, you assign a permission template or configure permissions tool by tool. Procore uses four access levels for most tools: None, Read Only, Standard, and Admin. Choosing the wrong level is a security and liability risk. For example:
- An Owner representative typically needs Admin or Standard access to the Budget and Prime Contract tools so they can review financial data, but should not have Admin access to the RFI tool if the CM owns that workflow.
- A GC Superintendent needs Standard access to Daily Logs, Observations, and Drawings, but should not see the owner's budget detail.
- A Structural subcontractor typically receives Read Only on Drawings (for their scope) and Standard on Submittals for their trade.
- The Architect of Record needs Standard or Admin on RFIs and Submittals to review and respond, but usually has no access to the Budget.
Documenting your rationale in a permission matrix is standard practice and is often required by owner contracts. It creates an auditable record that proves access was intentional and appropriate.
Building a WBS-Aligned Folder Structure
The Work Breakdown Structure (WBS) is a hierarchical decomposition of the total project scope into manageable components. When your Procore folder structure mirrors your WBS, team members can find documents quickly, and automated reports pull from the right locations.
A typical commercial office building folder structure might look like:
```
01 - General Requirements
02 - Site Work
03 - Concrete
04 - Masonry
05 - Structural Steel
06 - Wood & Plastics
07 - Thermal & Moisture Protection
08 - Openings
09 - Finishes
10 - Specialties
...
Admin / Contracts
Admin / Correspondence
Admin / Submittals
Admin / RFIs
Admin / Meeting Minutes
```
Division numbers above follow the MasterFormat numbering system, a widely used standard for organizing construction documents. Using a recognized standard means any experienced trade partner can navigate your folders without training.
Data Accuracy and Quality Control
Inaccurate metadata—wrong contract value, wrong start date, missing square footage—corrupts cost-per-square-foot benchmarks and report filters. Always verify entries against the signed contract or owner-provided project brief before saving.
The peer audit process mirrors real Quality Assurance practices used on major projects. A second set of eyes catches errors the original configurator missed. When you audit a partner's sandbox project, use the checklist systematically: do not skip items because something looks correct at a glance.
Safety Considerations in a Digital Platform Context
While configuring Procore does not involve physical hazards, the platform manages safety records including Incidents, Observations, and Inspections. Incorrect permission settings can allow unauthorized users to edit or delete safety records—a serious compliance risk under OSHA recordkeeping requirements. Always ensure that safety tool permissions are set so records can be created and viewed by field supervisors but can only be edited or deleted by authorized safety personnel or the CM. Never grant blanket Admin access to all tools to save setup time.
Connecting to Your Credentials
NCCER Project Management competencies include document control and project information management—skills you practice every time you configure a project directory. CMAA's CM-in-Training body of knowledge covers project information management and stakeholder communication, both of which depend on a correctly structured Procore environment. OSHA 30 trains you to recognize recordkeeping obligations; proper Procore permission settings support that compliance.
Key terms8
Materials: Procore Training Sandbox, project brief handout (fictional commercial office building), Procore Help Center documentation, permission matrix template, peer audit checklist
Check: Instructor reviews completed sandbox project against a 15-point setup rubric; students must score 12 of 15 points, with zero deficiencies in permission settings.
Practice check8
Answer each question, then check it. Nothing is recorded; this is your own practice.
