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Procore (en-GB)

How do I set up Workforce Planning?

Background

Workforce Planning is Procore’s construction workforce management solution that provides real-time insight into your workforce's availability and skillset with a centralised scheduling and communication hub. From general and speciality contractors to big and small construction rosters, Workforce Planning provides a secure and easy-to-navigate solution that can be accessed anytime, anywhere. 

Easily understand who is on your team, what they’re good at, where they’re currently working and where they're headed next. Workforce Planning creates a single source of truth for contractors to manage your most important asset — your people. 


Frequently Asked Questions

Below are commonly asked questions about setting up Workforce Planning.

Access

 Note

Procore customers who are also LaborChart customers, Workforce Planning is ready for you. Please follow these steps.

Procore customers (that are NOT already LaborChart customers), please contact your Procore account team. 

  1. Procore will enable Workforce Planning for your company.
  2. You need to set up accounts for both Procore and Workforce Planning. After you log in, you need to authorize the Workforce Planning tool. See How do I set up my account in Workforce Planning?
    Note: Your email address must have passwords set in both Procore and Workforce Planning for Workforce Planning to load in Procore.
  3. From there, you can invite your team and begin using Workforce Planning through Procore.  

Permissions

Currently, there are two layers of permissions.

  1. To access the Workforce Planning tool in Procore, you need ‘Read Only’ permissions or above for the tool in the Company level Directory. This is binary, meaning that users will either have access to the Workforce Planning tool or will not see it as a menu option.
    You can grant permissions by updating your Company Permissions Templates or by updating a user’s permissions in their Company level user profile. See Edit a Company Permissions Template.
  2. Permissions within the Workforce Planning tool are managed in the Workforce Planning tool Settings. See Create Permissions Templates for Workforce Planning.

Setting Up Workforce Planning

Once Workforce Planning is enabled for your account, you can begin to set up the tool.

  1. Manually add Projects to Procore and those Projects will be available in Workforce Planning. See Create a New Project.
  2. Manually add People using the People Tool in Workforce Planning. Those people will be available in the Company Directory in Procore as users or contacts. See Add People to Workforce Planning.
    Note: People you want to manage in Workforce Planning must be added in Workforce Planning, NOT the Company or Project level Directories.
 Note

Projects

Project data is kept in sync between the Workforce Planning tool and Procore’s Projects list. Data is synced between Workforce Planning and Procore once every hour.

Creating Projects

By default, you will create projects in Procore that sync to Workforce Planning. See Create a New Project.

Syncing Project Information

The following project fields are synced between Procore and Workforce Planning once every hour.

Workforce Planning Procore
Name Name
Project Number Project Number
Status Active/Inactive
Start Date Start Date
Planned End Date/Est. End Date Completion Date
Address Address
City/Town City
Postcode Postcode
Timezone Timezone

People

'People' data is kept in sync between the Workforce Planning tool and Procore’s Company Directory. Data is synced between Workforce Planning and Procore once every hour.

Adding People

For more information, see Add People to Workforce Planning.

Syncing People Information

People added in Workforce Planning are added in the Company Directory as users or contacts.

  • People added in Workforce Planning as a 'User' or 'Both' are created as users in the Company Directory and are added as employees of your company.
  • People added as 'Assignable' are created as contacts in the Company Directory.

The following fields in Workforce Planning are synced with users in the Company Directory:
 

Workforce Planning Procore
First Name First Name
Last Name Last Name
Employee ID Employee ID
Mobile Phone Mobile Phone
Email Address Email Address
Address Address 1
City/Town City
State/Province County
Postcode Postcode
Country Country
Job Title Job Title
Status* Active?*

Fields in Workforce Planning with no direct mapping, like Groups and Custom Fields, do not sync to the Company Directory but are available in Workforce Planning. 

*Status is the only field that syncs bi-directionally between the Company Directory and Workforce Planning.

If I edit users in the Company Directory, will I see those changes in Workforce Planning?

No. With the exception of the ‘Active’ field, information syncs one way from Workforce Planning to the Company Directory. 

If you make a change to one of the above fields in the Company Directory, the information will reset to what is in Workforce Planning the next time the data is synced. If you need to make changes to a user’s profile, you will need to do so from the People tool in Workforce Planning.

Do project roles and assignments carry over from Workforce Planning to Procore?

No. The fields above are the only user and contact-related data that sync from Workforce Planning to the Company Directory.

I already have a User in my Company Directory, but am unable to see them or add them to Workforce Planning. What should I do?

For Projects using Workforce Planning, people must be added using the People tool in Workforce Planning. People added in the Company level Directory will not be available for Workforce Planning.

People added in Workforce Planning will be added to the Company level Directory as users or contacts.

If you created a user outside of Workforce Planning and you need to sync it, follow these steps:

  1. Navigate to the Company Directory.
  2. Locate the user that needs to be added in Workforce Planning and click Edit.
  3. Mark the tickbox for Is Employee of [Company Name] Account.
  4. Click Save.
  5. Navigate to the Company level Workforce Planning tool.
  6. Click People and select People List.
  7. Click New.
  8. Complete the form with the following information:
    • First Name. The person's first name.
    • Last Name. The person's last name.
    • Email. The person's email adress.
      Note: This must match the email address in the Company Directory.
    • Type. Select User or Both.
    • Permission. Select the user's permission level.
    • Group. The person's group. See Configure Groups for Workforce Planning.
  9. Click Save.
  10. Reach out to your Account Manager so that they can link the records.

The users will sync based on the email address and the user will be available in Workforce Planning.

 

If you created a contact outside of Workforce Planning and you need to sync it, follow these steps:

  1. Navigate to the Company Directory.
  2. Click Contacts.
  3. Locate the contact that needs to be added in Workforce Planning and click Edit.
  4. Enter their Employee ID.
  5. Click Save.
  6. Navigate to the Company level Workforce Planning tool.
  7. Click People and select People List.
  8. Click New.
  9. Complete the form with the following information:
    • First Name. The person's first name.
    • Last Name. The person's last name.
    • Employee ID. The person's employee ID.
      Note: This must match the employee ID in the Company Directory.
    • Type. Select Assignable.
    • Group. The person's group. See Configure Groups for Workforce Planning.
  10. Click Save.
  11. Reach out to your Account Manager so that they can link the records.

The contacts will sync based on the Employee ID and the user will be available in Workforce Planning.

Note: We recommend that you disable the Directory granular permission to ‘Create Contacts (Only Applicable if Timesheets or Incidents is enabled)’ so that contacts can only be created in Workforce Planning. See Grant Granular Permissions in a Project Permissions Template.

how do I set permission templates within the Workforce Planning tool?

See Create Permissions Templates for Workforce Planning.

What happens when I inactivate a user in the Company Directory? Can they still log in to Workforce Planning?

No. If they are inactivated in the Company Directory, they are also inactivated in Workforce Planning. This is the only time user data syncs bi-directionally between the Company level Directory and Workforce Planning.

What happens when I inactivate a user in Workforce Planning? Can they still log in to Procore?

No. If a user is inactivated in Workforce Planning, they are also inactivated in the Company Directory. See Delete or Inactivate People in Workforce Planning.

Data Syncing

What is data linking?

Record linking allows you to link the people in Workforce Planning (formerly LaborChart) with the users and contacts in Procore. It also allows you to link projects in Workforce Planning with projects in Procore.

We recommend that you do this step before syncing to avoid duplicates across the system.

What is data syncing?

Record syncing passes information between Workforce Planning and Procore so that information is available in both the Procore platform and the Workforce Planning tool.

How often is data synced?

People and Projects are synced between Workforce Planning and the rest of Procore once every hour.