What is a 'contact' in Procore and which project tools support the concept?

Answer

Some of Procore's tools provide your project team members with the ability to create a contact. In Procore, a contact (formerly known as a reference user) is a person whose name may be required as part of a data entry value, but does not have a user account to log in to Procore. Some examples of tools where you might create contacts include the following:

Example 1

An accident occurs on a construction site and the person injured is a site visitor with no affiliation to your project team or a subcontractor. In order to document the incident, you will need to enter that add that person's name to the 'Person Affected' list in the Incidents tool.

Example 2

On a job site, your subcontractors may hire craft workers, temp laborers and seasonal employees to perform activities. These individuals will need to be added to the 'Worker' list for the purposes of timekeeping with the Crews and Timesheets tools.

Which Procore tools use the contacts' list?

When you create a contact in a Procore tool, the same contact can also be used on other tools within your project and (depending on your company's settings) on other projects. See the table and footnotes below for more information.

If you added a contact to this field...	In this Procore tool...		Then the contact is shared with these tools:
If you added a contact to this field...	In this Procore tool...	Action Plans	Crews	Directory ¹	Incidents	Timesheets	Daywork Sheets
Assignee	Action Plans		²			²	²
Worker	Crews ³
Witness Name	Incidents		²			²	²
Person Affected	Incidents		²			²	²
Worker	Daywork Sheets ³
Assignable	Workforce Planning	-	-	⁴	-	-	-

1 - A contact's information is also stored in the Project and Company level Directory tools. See Switch Between Views in the Project Directory and Switch Between Views in the Company Directory. Contacts can be edited by users with the appropriate permissions. See Edit a Contact in the Project Directory and Edit a Contact in the Company Directory.

2 - The contact is shared with these tools when the person is marked as an employee of your company.

3 - The "Can company employees be tracked on all projects?" must be enabled in the Company level Timesheets tool for users and contacts to appear across all projects. See Configure Advanced Settings: Company Level Timesheets.

4 - Data syncs between Procore and Workforce Planning must be enabled for contacts created in Workforce Planning to appear in the company's Directory. Because Workforce Planning is a Company level tool, contacts are only added to the Company level Directory.

How do I create a contact in Procore?

There are different methods for creating contacts that are documented in the tutorials listed below.

To add contacts using the Procore Imports app, see Prepare Contacts for Import to the Procore Imports App and Import Contacts into your Project Level Directory Tool (Procore Imports).
To add a contact using the 'Assignee' field in the project's Action Plans tool, see Perform an Action Plan.
To add a contact using the 'Worker' field in the project's Crews tool, see Add a Worker.
Note: Workers added in the project's Crews tool will show as "employees" to select in the Project level Timesheets tool.
To add a contact using the 'Person Affected' field in a Near Miss record on an incident, see Add a Near Miss Record to an Incident.
To add a contact using the 'Person Affected' field in an Injury/Illness record on an incident see Add an Injury/Illness Record to an Incident.
To add a contact using the 'Witness' field in the project's Incidents tool, see Add a Witness Statement to an Incident.
To add a contact using the 'Worker' field in the project's Daywork Sheets tool, see Add Worker and Employee Entries on a Daywork Sheet.
To add a contact by adding an 'Assignable' person to the Workforce Planning tool, see Add People to Workforce Planning.
Note: Data syncs between Procore and Workforce Planning must be enabled.