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How do I set up Workforce Planning?

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Background

Workforce Planning is Procore’s construction workforce management solution that provides real-time insight into your workforce's availability and skill set 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. 

This document provides the steps to set up and access the Workforce Planning tool in Procore.

Steps

Step 1: Access

If as an Admin, you do not see the Workforce Planning tool in your Company-level tool list: 

  1. Reach out to your Procore point of contact to enable the Workforce Planning tool.

Once enabled, users must have the correct permissions to access the tool.

 Note

Users must be set up with permissions in both the Procore Company Directory and the Workforce Planning tool.

  • Company level Directory: To access the Workforce Planning tool in Procore, all users need ‘Read Only’ permissions or higher for the Workforce Planning tool in the Company level Directory.
    Notes:
    • This is binary, meaning that users will either have access to the Workforce Planning tool or will not see it as a menu option.
    • While 'Read Only' level permissions are required, Procore recommends assigning 'Standard' level permissions to the Workforce Planning tool.
  • Workforce Planning tool: Permissions within the Workforce Planning tool are managed in the Workforce Planning tool's Settings. See Create Permissions Templates for Workforce Planning.

For step-by-step instructions for providing user access, see the Setup User Accounts section of this document.

Step 2: Setup User Accounts

Users must be set up with accounts and permissions in both the Procore Company level Directory and the People List in the Workforce Planning tool. You can choose manage people independently in the Procore Directory and Workforce Planning People List. Or, you can sync data so that the people you manage in the Workforce Planning People List are automatically added and updated in the Procore Company level Directory.

Follow these steps to:

2a. Manage People Independently
2b. Manage People with Data Sync

 Note
Some customers choose to manage this data by using APIs to build a custom integration between Procore and other technologies within their organisation. If you think this could be the right approach for your organisation, please reach out to your Procore point of contact.

2A: Manage People Independently

People must be added or updated in the Procore Company level Directory and have the following information in their profile to access Workforce Planning:

  1. Navigate to the Company Directory.
  2. Locate the user that needs access to Workforce Planning and click Edit.
    OR
    Click Add User. Then complete the form with the following information:
    • First Name. The person's first name.
    • Last Name. The person's last name.
    • Email Address. The person's email address.
      Note: This must match the email address in the Workforce Planning People List.
    • Apply a 'Project Permissions Template' or select Apply Permissions Template Later.
    • Apply a 'Company Permissions Template' or select Apply Permissions Template Later.
  3. Ensure the Email Address matches the Email Address for the same user in the People List in the Workforce Planning tool.
  4. Mark the tickbox for Is Employee of [Company Name] Account.
  5. Locate the 'Company Permissions Templates' section and select Read Only or higher permissions for the 'Workforce Planning' tool.
    OR
    Select a permissions template with Read Only or higher permissions for the 'Workforce Planning' tool.
  6. Click Save if you are updating an existing user.
    OR
    Click Save and Send Invitation to Procore if you are adding a user.

Next, users must be added or updated in the Workforce Planning People List and have the following information in their profile to log into Workforce Planning in Procore:

  1. Navigate to the Company level Workforce Planning tool.
  2. Click People and select People List.
  3. Click the name of the person you want to update.
    OR 
    Click New. Then 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 address.
      Note: This must match the email address in the Company Directory.
    • Permission. Select the user's permission level for actions they can take in the Workforce Planning tool.
    • Type. Select User or Both.
    • Group. The person's group. See Configure Groups for Workforce Planning.
  4. Ensure the Email Address matches the Email Address for the same user in the Company Directory.
  5. Click Save.
 Note

Because you are managing users independently, when a change occurs to a user's account, you must make updates in both the Procore Company level Directory and the Workforce Planning People List to keep information in sync.

2B. Manage People with Data Sync

Using data sync, you can manage your workforce using the People List in the Workforce Planning tool. People added in the Workforce Planning People List are automatically added to the Company level Directory in Procore. 

In order to take advantage of the people data sync between the People List and the Procore Company Directory, there are a few steps that are required by the customer to avoid duplicate records from being created when the data sync is turned on. 

Please follow these steps in order to ensure you are ready for your Procore point of contact to enable your data sync.  

See How do I sync data between Workforce Planning and Procore and Workforce Planning and Procore Detailed Data Mapping.

 Note
Workforce Planning users are considered FTE within the tool. For users not accessing the Workforce Planning tool, add them to the Procore Company level Directory instead.

Step 3: Access Workforce Planning in Procore

After steps one (1) and two (2), users can log into Procore and access the Workforce Planning by following the steps below.

 Note
If users are newly added to either the Company Directory or the People List, they receive an email to confirm their account and set their password. They must set a password at this time. See How do I set up my account in Workforce Planning? After their password(s) are set, they can log in to Procore and access the Workforce Planning tool.
  1. Go to the Procore web application at: https://app.procore.com.
  2. Enter your Procore email address and password.
  3. Navigate to the Company level Workforce Planning tool.
  4. The first time you navigate to the Workforce Planning tool, you are asked to 'Authorize Workforce Planning'. Click Allow.

Users can now access the Workforce Planning tool in Procore.

 

Common Questions

Projects

Projects can be created in Procore Projects or Workforce Planning Projects.

Like people information, project information can be managed independently or synced so that projects automatically appear in both Procore Projects and Workforce Planning Projects. Work with your Procore point of contact to find the best fit for your organisation.

Data Syncing

What is data linking?

Record linking allows you to link the people in Workforce Planning 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's Core Tools (Company level Directory and Procore Projects) 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.